1. Pantry Registration, Reviews, Check-in and Holiday Meals

2. Goal of the Presentations
Process Rationale
Understanding of the process and reasons for the various steps and their data elements
Efficiency, Consistency and Quality
Promote an efficient, consistent and high quality intake, review and check-in process
Staffing flexibility
Flexibility for workers to perform multiple roles
Feedback and Improvement
Suggestions regarding how to improve the current process

3. Our Mission and Goals Society of St Vincent de Paul Pantry
Offer person-to-person service to those who are needy and suffering in the tradition of its founder
Serve the poor and provide others with the opportunity to serve
Pantry
Reduce hunger and promote nutrition to needy families in the communities we serve
Deliver services in a spirit of compassion, understanding and respect

4. Logging into the system

5. Logging into the system
Opening the program prompts you for your user ID.
Your ID must have been assigned by the database administrator. Note that all the letters you enter will appear in upper case.

6. Logging into the system
The first time you log in, you will be prompted to enter a new password.
As an added level of security, the passwords are case sensitive. The system considers upper case and lower case to be different characters.
Make sure the caps lock key is not on when creating your password.

7. Logging into the system
The next time you log in, you will be prompted for your ID and password. Failure to log in due to an incorrect ID or password will result in the system shutting down.
If you are unable to log in, make sure the caps lock key is not on and that you are using the correct case for each letter in your password.

8. Logging into the system
Completing login displays the main menu.
Whenever you are logged in and being replaced by another worker, click the switch user icon. This will result in your being logged out, and a login prompt for the new worker will be displayed.

9. Pantry Registration

10. Pantry registration guidelines
Regulatory compliance
The food pantry’s contract with food banks such as the Greater Boston Food Bank (GBFB)
The Emergency Food Assistance Program (TEFAP) income guidelines for USDA foods
Privacy and respect
Interview in a confidential / private environment
Capture/record only what is necessary
Share recipient information with others only as needed

11. Terms of the GBFB contract
Will keep appropriate records as required by the GBFB and make such records available upon GBFB request.
Will complete and submit a Monthly Service Report within the specified time frame, 12 times per year. GBFB reserves the right to review such records and use these statistics to track hunger trends as needed and agrees to keep such records confidential.
The Agency must submit written guidelines for distribution, including pantry operation procedures and procedures for determining eligibility to receive food distributions.
Pantry must keep a written log of food distributions, including dates and number of individuals served.
The Agency shall not discriminate in the distribution of commodities under this Agreement on account of race, color, national origin, sex, age or handicap.
The Agency shall serve any and all persons who qualify to receive USDA foods through TEFAP in accordance with, and shall comply with all of the terms of, the TEFAP Instructions for Household Food Distribution/Pantry Sites
The Agency shall provide TEFAP foods only to persons who are low-income and/or participate in a means-tested program, in accordance with the terms of the TEFAP Instructions for Household Food Distribution/Pantry Sites.

12. Registration process Collect and record Validate
Recipient information
Household composition
Program eligibility
Validate
Recipient identity
Recipient residency
Income eligibility (based on recipient report)
Direct recipient to review and sign a printed copy of the intake
Inform recipient regarding program benefits, process and regulations

13. The Recipient Information form
Access to recipient information is limited to those who have been assigned confidential user status.
From the forms list on the main menu, select Recipient Information
and click the Open button.

14. The Recipient Information form
This displays Recipient Information, the form used for data entry of recipient information.
You can access existing records by entering a recipient’s name or pantry ID number.

15. Adding a recipient
To create a new record, click the Add Recipient button at the top of the form.
You will be prompted with a dialog box asking the type of recipient to add.
In most cases, you will want to select Pantry Recipient, which will display a form to determine an applicant’s pantry eligibility as a first step in the intake process.

16. Entering Pantry Eligibility Information
Enter all of the information on the form, including the applicant’s name, the number of household members, ZIP Code, the type of ID and residency documentation provided by the applicant, and a detailed breakdown of the combined gross monthly household income.

17. Entering Pantry Eligibility Information
If the information you enter indicates that the applicant is not eligible to participate as a food pantry recipient, based on either the recipient’s address or household income, a message will appear.

18. Entering Pantry Eligibility Information
Otherwise, click Continue and all the information collected will be written to the Recipient Information form.

19. Entering Pantry Eligibility Information
If an acceptable proof of residency document was not presented and recorded, a message will appear asking that a residency review form be given to the recipient.
Additionally, the Documentation status will be set to “Uncertified “ and a residency review will be scheduled.

20. Entering Pantry Eligibility Information
If residency documentation was recorded, the Documentation status will be set to “Certified” and no review will be scheduled

21. Completing recipient information
If recipients receive food monthly, select the day each month when the recipient will visit.
Complete the rest of the recipient information including DOB, marital status, address and phone number in the recipient section of the form.

22. Adding household members
Next select the Household Members tab.
Click the Add Members button to add additional household members for whom the applicant has provided a personal ID.
The Add Household Members dialog box will appear.
Enter the member’s information and click the Add button.

23. Adding household members
After a member is added, the entry is displayed in the list of household members.

24. Reviewing pantry eligibility
Click the Income Eligibility tab and review eligibility information with the recipient.

25. Completing the registration session
Finally, complete the session by clicking the printer icon.
When the Print Forms dialog box appears, select the printer, the number of copies to be printed, and click Continue.

26. Completing the registration session
A summary document will be generated.
Ask the recipient to sign one copy of the document, indicating that the information provided is correct. Keep and file that copy and provide the recipient with an unsigned copy.

27. Completing the registration session
Final steps in the registration process …
Issue the recipient a laminated pantry card.
Explain the check-in process and pantry policies.
Direct the recipient to the check-in area.

28. Registration Summary Determine the registrant’s eligibility
Issue a residency review form if no proof of residency was provided
Enter detailed registrant information
Identify the registrant’s pantry day
Add household members
Review eligibility information with the registrant
Print the registration form for the registrant to sign
Issue a pantry card
Explain the check-in process and pantry policies
Direct the registrant to the check-in area

29. Registering a non-pantry recipient
If an applicant is requesting services but does not wish to participate in the food pantry or holiday meals program, click Add Recipient …
And when asked the type of recipient, select Non-pantry recipient.
When the Add a Non-Pantry Recipient form appears, fill in the information and click OK.

30. Registering an agency
Holiday meals are sometimes distributed through local agencies.
To register an agency, click the Add Recipient button
When asked the type of recipient, select Agency.
When the Add an Agency form appears, fill in the information and click OK.

31. Other Functions There are additional tabs on the form
that are used to review recipient eligibility and to record additional
conference-related recipient information such as financial assistance and home visits.

32. There are two memo fields on the form.
Memos
There are two memo fields on the form.
To record information that is of a confidential nature, select the Service Narrative tab and enter the information in the Confidential Memo field.
For less confidential information that can be shared with check-in workers, use the Notice field. This information will appear on the check-in form and can be edited by the check-in worker.

33. Service chronology
To record a short narrative of a session with the recipient, click Add Entry under Service Chronology.
When the dialog box appears, enter the session information and click OK.

34. Service chronology
The information then appears in the chronological list of service entries for that recipient.

35. Recording financial assistance
If the recipient is being provided financial assistance, click the tab labeled Financial Assistance.
To create an entry, click the Add Entry button.
When the dialog box appears, select the appropriate Category, enter the dollar Value and Cost of the assistance, provide a short Description of the assistance, and indicate the Status of the request.
Then click OK.

36. Recording financial assistance
Entries are added to the financial assistance chronology and the total value and cost to date are displayed.
Clothing vouchers, gas cards, etc. that are distributed to the recipient at the time of the request should be listed as “Issued.”
Requests that must come before the conference for approval should be listed as “Requested” until approval is provided.
After an approved request is paid for by the conference, the status should be updated to “Paid.”

37. Other assistance
Click the Other Assistance tab to display a chronology of other services that have been provided to the recipient. The Giving Tree entries are created by the Giving Tree program.

38. Recording home visits
After conducting a home visit, a brief description of the important information can be recorded. A member of the team clicks the Home Visit tab, and then clicks Add Entry.
A brief summary of the visit is entered into the dialog box.
After entering the information, the team member clicks OK.

39. Recording home visits
The Home Visit Status is updated to “Completed” and the information that was entered appears in the list of home visits.

40. Scheduling and Conducting Reviews

41. Scheduling pantry reviews
Your system may be configured to schedule pantry reviews periodically. Additionally, you can schedule a review by selecting the type of review to be scheduled in the Pending Review section of the form.

42. Scheduling pantry reviews
If the recipient is present, provide the recipient with a pending review form and click the Notified checkbox. The date of notification will be displayed in the field adjacent to the checkbox.
Reviews are scheduled for the next pantry visit after the recipient has been notified. During the next pantry check-in, the recipient will be directed to an intake worker for a review (if notification has been provided), or given a pending review form (if he/she has not been notified).

43. Scheduling pantry reviews
Your can also schedule a future referral or review by clicking Schedule a future session. When the dialog box appears, select the type of future session and the future date when the recipient will be notified.

44. Conducting pantry reviews
To conduct a review, click the Reviews tab.
A full review involves an interview with the recipient and updates to information on the recipient record. A residency review involves only receipt of an updated proof of residency document. Periodic reviews are scheduled by the system.

45. Conducting a residency review
To perform a RESIDENCY review, select the type of residency document provided and click the Commit Review button.

46. Conducting a full review
For a FULL review, the recipient should provide you with a completed Pantry Recipient Review Notification document.

47. Conducting a full review
Based on information provided in the review notification document and your interview with the recipient, update recipient information including Household Members and Income Eligibility.

48. Conducting a full review
When you have completed the review, click the Reviews tab, select the type of residency document provided, check the reviewed and verified check boxes, and click the Commit Review button.

49. Pantry Check-in and Holiday Meal Processing

50. Pantry Check-in

51. Log into the application in the standard manner

52. From the forms list, select Pantry Check-in and click the Open button.

53. Pantry check-in
At the start of a session, select the category of processing to be performed during the session. (The default is monthly if your pantry is configured for monthly distribution).

54. Pantry check-in
Using the recipient’s pantry card, locate the recipient by first name, last name or ID, and the corresponding record will appear.

55. Pantry check-in
If the person being checked in is a new recipient who has just been added to the system, that person’s record may not appear.
To view the recipient’s record, click the Refresh button and try once again to locate the record.

56. Pantry check-in
Verify the recipient’s identity based on identifying information on the form.

57. Pantry check-in
Verification includes asking for the recipient’s current address and phone number. If the phone number has changed, update what is on the form.

58. Pantry check-in
Verify that the recipient status is Active. If the system is configured for monthly visits, check that the recipient’s pantry day matches the current day.

59. Pantry check-in
If the pantry status indicates the recipient is not eligible to receive food (Suspended, Terminated or Out of Area), the status is highlighted, and the Add Entry button is disabled.
You must refer the recipient to an intake worker to re-activate the pantry status.

60. Pantry check-in
If a monthly or weekly recipient arrives at the pantry on a day other than his/her scheduled day, a warning message is displayed and the recipient’s scheduled day is highlighted.
Refer the recipient to the pantry director or his/her designee for approval before checking in the recipient.

61. Pantry check-in
Finally, record the visit by clicking the Add Entry button. This creates a log entry that includes
the current date,
type of session and
the number of bags of food.

62. Pantry check-in
The computer check-in process is now completed. The recipient should now be directed to sign the log indicating that he/she continues to meet food pantry eligibility requirements.

63. Review notification at pantry check-in
If a pending review has been scheduled for which the recipient has not yet been notified, a message will appear asking you to provide the recipient with a review form that should be returned during the next pantry visit.
After providing the form to the recipient, click Continue and proceed with the check-in process.

64. Review notification at pantry check-in
During the visit after the recipient has been notified about a pending review, you will be asked to direct the recipient to see an intake worker.
After notifying the recipient, click Continue and proceed with the check-in process.
If the pending review is a residency review and the recipient presents a proof of residency, the worker can click on the Proof of Residency button and complete the review.

65. Review notification at pantry check-in
If the recipient has been directed to intake for a review, the pantry status will be changed to “Hold for Review” once he/she is checked in. The system will change the status back to “Active” once the review has been completed.

66. Change of address at pantry check-in
If the recipient reports a change of address, click the Change Address button.
Fill in the new address, the type of proof of residency document if one is presented, and click OK.

67. Change of address at pantry check-in
If no proof of residency was presented for the change of address, a residency review is scheduled, and a message directs you to provide the recipient with a residency review form.

68. Recipient record access
A worker with confidential access authorization can view and update the recipient’s pantry record or add a new recipient by clicking the Recipient Info button.

69. Recipient record access
Similarly, once a record is updated or a recipient is added, the worker can toggle from the Recipient Information form to the Check-in form by clicking on the check-in button.

70. Distributing non-food items during check-in
If the system is configured to support check-in workers distributing non-food items, the worker can select the “Add Other” button

71. Distributing non-food items during check-in
The worker enters the item being distributed in the New Request section and presses the Add button

72. Pantry Check-in Summary
Identify the recipient
Verify that the pantry status is active and the visit is on the assigned pantry day
Notify the recipient of scheduled reviews
Update the record with any address or phone changes
Record the recipient visit
Distribute any non-food item as indicated
Direct the recipient to sign the pantry log

73. Holiday Meal Registration

74. Holiday meal registration
Holiday meal registration is normally conducted for several weeks preceding the holiday, and as as a final step during normal food pantry check-in.
After completing normal recipient check-in, click the Meal Signup button.

75. Holiday meal registration
The Holiday Meal Registration form appears.

76. Holiday meal registration
The recipient must have provided a recently updated proof of residency document. If the residency documentation has expired, an expired image will appear.
If you attempt to register a recipient whose residency documentation has expired, an error message will appear.

77. Holiday meal registration
If the recipient presents an updated document …
Select the type of document provided,
Click the button labeled Provided Update, and
Answer YES when asked if one was provided.

78. Holiday meal registration
If the recipient had failed to pick up a prior holiday meal and is currently suspended from registering for meals, the text of the corresponding suspended meals will appear in maroon.
If you attempt to register a holiday meal for which a suspension is in force, an error message will appear.

79. Holiday meal registration
If the proof of residency is not expired and the recipient is not suspended from the desired holiday meal, click the checkbox that corresponds with the intended holiday meal.

80. Holiday meal registration
When the box is checked, an entry will be added to the list of meals for the recipient.

81. Completing Holiday Meal Registration
As a final step in the registration process, hand the recipient a holiday meal reminder card that includes the day and time of meal pickup.
Remind the recipient of the suspension policy for failure to pick up the meal.

82. Holiday Meal Registration Summary
Verify
The pantry status is active,
The recipient has provided a recent proof of residency
The recipient is not suspended from meals
Register the recipient’s meal request
Issue a reminder card of the day and time of pickup
Notify the recipient regarding the suspension policy for not picking up the meal

83. Holiday Meal Check-in

84. From the forms list, select Pantry Check-in and click the Open button.
Holiday meal check-in
From the forms list, select Pantry Check-in and click the Open button.

85. Holiday meal check-in
Holiday meal check-ins are similar to normal check-ins.
Select the appropriate holiday category.
If the recipient has registered for the meal, the Add Entry button is enabled and a message confirms the registration.

86. Holiday meal check-in
After clicking Add Entry, the holiday meal is added to the chronology of entries

87. Holiday meal check-in
If the meals are being distributed through an agency, the Add Entry button results in the appearance of the Agency Meal Deliveries form.
Complete the information on the form which includes the number of households and the average composition of each household, and click the Add Entries button.

88. Holiday meal check-in
The check-in count and the entries will now reflect the number of households entered for the agency.

89. Holiday Meal Check-in Summary
Identify the recipient
Verify that the pantry status is active and the recipient is registered to receive the meal
Record the recipient visit
Direct the recipient to sign the pantry log

90. Notify an administrative worker to close out the holiday meal.
After all the meals have been distributed for a given holiday, an administrator must close out that holiday.
Those meals that have not been distributed will have their status set to “Failed Pickup,” and an appropriate suspension period will be created for those pantry members who did not pick up their meal.

91. Questions / comments