How to Collect and Report Data

Size: px

Start display at page:

Download "How to Collect and Report Data"

Leonard Woods
5 years ago
Views:

1 How to Collect and Report Data

Why Do We Need Data? Connecticut Food Bank relies on our network of member programs to provide valid and reliable data: To help tell the story of food insecurity in the state of Connecticut.

2 Why Do We Need Data? Connecticut Food Bank relies on our network of member programs to provide valid and reliable data: To help tell the story of food insecurity in the state of Connecticut. To report to Feeding America (national network of Food Banks). To report to the State of CT Department of Social Services to remain eligible to distribute TEFAP,CTNAP, CSFP. To motivate donors. To share with State legislators. To provide data about your program and community to help you tell your story for fundraising. 2

3 Dashboard Summary Of Data 3

4 What Data Do You Need To Collect? First and Last Name Address: street name, number, apartment number, town, and zip code Telephone Number Ages of each member of the household: adults (18-59), children (0-17), and seniors (60+) CTNAP eligible programs also collect: ages for everyone in household as well as gender and race/ethnicity. 4

5 How To Collect Data From Guests Use a laptop and enter data on EXCEL spreadsheet as individuals come in for food. Manually enter data on a printed spreadsheet list. Enter data from TEFAP/CTNAP form. 5

C Food Pantries TEFAP Self-Declaratory Forms Self-Declaratory Form Guests complete and sign every year. Determine eligibility by income or entitlement programs. No proof required.

6 C Food Pantries TEFAP Self-Declaratory Forms Self-Declaratory Form Guests complete and sign every year. Determine eligibility by income or entitlement programs. No proof required. Save signed forms for 3 years. CTNAP Eligible Programs When making copies, print demographic box on back of TEFAP form. Guests need to record numbers, not check marks (see below). 6

7 Food Pantries TEFAP Sign Sheet Date sign sheet. Guests sign each time they get food. Save signed sheets with TEFAP selfdeclaratory forms.

8 Food Pantries Create Guest List Tabs at the bottom of the spreadsheet. Click on Master List Enter all the information that you have for each household. Use tab key to move from cell to cell. Make sure there is something written in last name column even if you record unknown. Click on drop down arrow in last name column to alphabetize list (see arrow above). 8

9 Food Pantries Print List Tabs at the bottom of the spreadsheet. Click on Print The printable list will automatically update when you change the Master List. 9

that week. Do not enter the date, an x or any other symbol or the formula won t work correctly.

10 Food Pantries Check Guests In Tabs at the bottom of the spreadsheet. Click on Master List Enter the number one 1 in the correct week column to indicate one visit for that household that week. Do not enter the date, an x or any other symbol or the formula won t work correctly. Meals will automatically calculate based on number of people per household and number of visits. Meal Formula = # of individuals x # of visits x 9 (3 meals for 3 days). 10

11 Food Pantries Check Guests In Using Pounds To Meals Guest List Enter the number of pounds each household receives each visit. Pounds will be converted to meals automatically. 1.2 lbs = 1 meal: Total # of lbs/1.2 = Total Meals 11

12 Easy To Report Monthly Stats Tabs at the bottom of the spreadsheet. Click on YTD People Totals 12

13 Access Monthly Stat Form 13

14 Monthly On-line Stat Form Contact Information Enter Contact Information A copy of your completed stat form will be sent to address entered. Enter Correct Program Information Use correct program number, not program code used for on-line ordering. Select program type, month and year carefully from drop-down menu. 14

15 Monthly On-line Stat Form Meal and People Totals Enter monthly stats from spreadsheet, YTD People Totals Tab (slide #12). If your program is not eligible for CTNAP, Submit. 15

reflects date TEFAP/CTNAP form was completed.

16 Easy To Report CTNAP Stats Tabs at the bottom of the spreadsheet. Click on YTD CTNAP Totals See below for the date column on the Master List which reflects date TEFAP/CTNAP form was completed. Demographics populate based on the month the TEFAP/CTNAP form was completed. includes new guests and existing guests who re-signed form. 16

17 Monthly On-line Stat Form Entering CTNAP Stats If your program is eligible for CTNAP click yes to open additional fields, enter YTD CTNAP Totals (see slide #16). Complete fields and submit. 17

People Count: Look at the meal counts for the month and select the highest meal count to use as your total people served.

18 Soup Kitchen Monthly Stats Soup Kitchens Meal Count: Please track every meal served for the month. Add each day s total and record that number in the Total meals provided for the month box (slide #20). People Count: Look at the meal counts for the month and select the highest meal count to use as your total people served. Record this number in the Number of unduplicated Adults (18-59) box (slide #20). CTNAP Demographics Guests provide once a month using sign-in form. Enter CTNAP stats (slide #21). 18

19 Monthly On-line Stat Form Contact Information Enter Contact Information A copy of your completed stat form will be sent to address entered. Enter Correct Program Information Use correct program number, not program code used for on-line ordering. Select program type, month and year carefully from drop-down menu. 19

20 Monthly On-line Stat Form Meal and People Totals Enter monthly stats from spreadsheet, YTD People Totals Tab (slide #18). If your program is not eligible for CTNAP, Submit. 20

21 Monthly On-line Stat Form Entering CTNAP Stats If your program is eligible for CTNAP click yes to open additional fields, enter YTD CTNAP Totals (see slide #18). Complete fields and submit. 21

22 Residential Monthly Stats Meal Count: Multiply the number of residents x 3 meals x number of days in the month. People Count: Number of residents served during the month by adults, children and seniors. 22

23 Snack Program Monthly Stats Meal Count: Number of snacks x number of children x number of days served. People Count: Highest number of children served during the month. 23

24 Monthly On-line Stat Form Contact Information Enter Contact Information A copy of your completed stat form will be sent to address entered. Enter Correct Program Information Use correct program number, not program code used for on-line ordering. Select program type, month and year carefully from drop-down menu. 24

25 Monthly On-line Stat Form Meal and People Totals Enter monthly stats from spreadsheet, YTD People Totals Tab (slide #22 & #23). 25

26 Contact Information Member Services Coordinators: Rosemary Baez (203) Sherry Grant (203) Jennifer LaRosa (203) Maria Markham, Senior Director of Network and Distribution (203)

MONTHLY REPORT INSTRUCTIONS HARVESTERS EXPRESS H.E.L.P HARVESTERS EXPRESS LEARNING PROGRAM AGENCY MONTHLY REPORT INSTRUCTIONS

MONTHLY REPORT INSTRUCTIONS HARVESTERS EXPRESS 3.0 1 H.E.L.P HARVESTERS EXPRESS LEARNING PROGRAM A Customer Care Training Program Created For Harvesters Member Agencies AGENCY MONTHLY REPORT INSTRUCTIONS