Effective Methods for Tracking Statistics at Pantry and Meals Sites
Explore the significance of statistics reporting for pantry and meals sites, including tracking progress, service fulfillment, identifying gaps, enhancing grant writing, and improving client services. Learn about different pantry and on-site statistics methods to ensure efficient operations and better serve clients.
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Presentation Transcript
STATISTICS TRAINING HOW TO TRACK AND ENTER STATISTICS FOR PANTRY AND MEALS SITES
Reminders Mute yourself so background noise is not distracting others If you are attending virtually, please give full attention to the training If you have questions, type them in the chat box or unmute to ask if necessary. Please stay for networking after the trainings. This is unstructured time to catchup with each other. Ice breaker questions: What has been your biggest challenge this past year? What has been your biggest win this past year? Share a story to lift us up and inspire others!
Why do we need statistics reporting? MEASUREMENT OF PROGRESS Are we moving in the right direction? If not, how can NEIFB help? MEASUREMENT OF OUR SERVICE Are we fulfilling our mission and vision? Tells donors their donation have been put to good use, encourages continued support
Why do we need statistics reporting? TO IDENTIFY GAPS IN OUR SERVICE Identify those in need, who is not visiting pantries and why? GRANT WRITING to help tell our story HELPS US SOURCE THE ITEMS YOUR CLIENT/NEIGHBOR WANTS/NEEDS ENSURES VARIETY FOR CLIENT CHOICE AND A WELL-ROUNDED DIET RAISE MONEY FOR AGENCY GRANTS HELP US, HELP YOU REDUCE DELIVERY FEES 40% DECREASE IN COST FOR YOU REMOVED USDA MAINTENANCE FEES SIGNIFICANT DECREASE IN COST FOR TEFAP AGENCIES
Why do we need statistics reporting? TO HELP US BETTER SERVE OUR CLIENTS/NEIGHBORS Are we serving with equity, inclusion and diversity in mind? Are we helping our clients rise out of poverty by connecting them to resources within the community?
Pantry & On-Site Statistics PANTRY ON-SITE Provides food to clients in which the client prepares and consumes off- site Provides food to clients by preparing and serving a meal/snack on location Client choice pantry Community Meals Food closet Both congregate and to-go options Residential, daycares, dayhab meals/snacks Pre-packed food boxes Food boxes through client orders Any other format that serves prepared meals
Terminology Household = A household encompasses all individuals that reside at single address. This should be unduplicated. Two families living in a single residence should still be considered one household Individual (same as people in old stats recording) = the unduplicated number of people you serve Includes head of household that is signing paperwork Meal = number of meals provided to individuals. May be duplicated or unduplicated depending on circumstances/agency type. Duplicated = meal, individual or household is counted more than once for the reporting month Unduplicated = meal, individual or household is counted only once for the reporting month
Client Tracking REQUIRED REQUESTED Number of client visits (pantry only) Age groups served percentages Number of household served (pantry only) Number of households enrolled in SNAP Number of individuals served (both) Pounds and Donor Name for large donations of 1000+ lbs. Pounds distributed (pantry only) Meals served (on-sites only)
Issues with statistics reporting Using the Meal and People entry boxes (please do not use these boxes) Only enter into the fields under Category
Issue with statistics reporting Non-community meals on-site agencies reporting duplicated numbers Age percentage entered as a count Agency Visits reported as how many times you were open
Number of visits to your pantry CORRECT: INCORRECT: How many times you served any client How many times your pantry was open Reported as the same amount as Households Served, unless you were only open once with no repeat clients in the month. This is essentially a duplicated number of households served (when you report Households, you only count them once regardless of how many times they are served in the month, this number captures every time you serve a household) Number of new clients
Number of households CORRECT: INCORRECT: Record of number of households served Counted every time the household is served in a single month Only count the household once, regardless of how many times they are served in the month
Number of individuals CORRECT: INCORRECT: An individual is a member of the household Is the same as people (old reporting) Example: If a household, has 5 people living in it, report 5 individuals for that household For community meals: this number may be duplicated if you do not have a way to track unduplicated For pantries, daycare/residential, etc.: this number must be unduplicated Should never match the Households Served number Counted every time the household is served in a single month
Reporting Examples Scenarios and proper reporting
Pantry tracking example DETAILS CORRECT REPORTING Your pantry is open twice a month Number of visits to your pantry = 5 2 household come the first time Number of Households = 4 Number of Individuals = 15 HH #1 has 2 people HH #2 has 5 people 3 households come the second time HH #1 has 2 people and is the same HH as last time HH #2 has 3 people and did not come last month HH #3 has 5 people and did not come last month
On-site meal example (daycare, residential, day-hab, etc.) DETAILS CORRECT REPORTING You serve breakfast, lunch and one snack Number of individuals = 10 Number of people that received a least one meal You have 10 people enrolled in your program Example of a single day of tracking: Number of meals = 28 9 received 3 meals = 27 10 people are present for breakfast 1 received 1 meal = 1 One person leaves sick for the remainder of the day, so only 9 receive lunch and snack
On-site meal example (community Meal) DETAILS CORRECT REPORTING You serve a meal every other Thursday You typically track numbers by counting plates Meal #1 = 82 people attend Meal #2 = 74 people attend You have no idea if they are the same people because you are just counting plate servings Number of individuals = 156 Meal 1 & 2 combined, 82+74 Number of meals = 156 Note: Duplicated numbers are not ideal but are deemed acceptable due to the nature of a community meal
Pounds distributed Report all pounds distributed to clients during the month Includes pounds not sourced/received from NEIFB Best Practice is to weigh each client order Alternative (due to reasonable barriers) is to estimate.
Requested statistics - notes Age groups should be reported as a percentage, not a count Number of clients/HH receiving SNAP Pounds of large donation should be entered for any large donor If you participate in the Food Rescue Program, this would be a donor outside of those you are tied to through that program No need to include food drives or the like. Looking for large single donors. Example: you receive a large donation of meat from a farmer, report name and pounds. This is for informational purposes only, for NEIFB to learn who supports the network. This can help build connections in other areas/counties to help your fellow members.
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Thank you!!! The NEIFB and the Partner Capacity Team appreciate your partnership and all that you do for your communities. We are proud of what we are accomplishing together!!
