PantryTrak FactS And Questions
Q. How was PantryTrak developed?
A. PantryTrak was developed by Mark Mollenkopf at the Mid-Ohio Foodbank in Columbus, OH. The system was approved by the Ohio Department of Jobs and Family Services as an acceptable alternative to the TEFAP form. The system is being used by 6 Ohio Foodbanks with the plan to transition all pantries in Ohio to PantryTrak.
Q. How does PantryTrak work?
A. PantryTrak allows you to input all of the client information from the TEFAP forms into its database. Once that client information is stored, it becomes easy to search for that client and complete the TEFAP process.
Q. Is the client’s information secure?
A. Yes, PantryTrak is password protected and client information never gets downloaded.
Q. How much does PantryTrak cost?
A. Nothing. PantryTrak only requires a computer and an internet connection. You will never have to purchase software or install updates.
Q. I don’t feel comfortable using computers; will I still be able to use PantryTrak?
A. Yes! PantryTrak is very user friendly and is designed to be used by all volunteers and intake workers.
Q. What are the benefits of PantryTrak?
A. It’s completely free! Plus, it eliminates the paper ODJFS TEFAP forms, provides faster client intake time, you’ll never have to update forms in July again, it generates your monthly report in seconds and it provides real time automated data.
Q. Our agency only has access to a basic computer. Is that enough to support PantryTrak?
A. Yes. PantryTrak does not require sophisticated technology to operate. PantryTrak has no minimum requirements as far as computer specs. The most important thing is that youragency is internet equipped and you are comfortable with the speed of your technology.
Q. Does client information get stored on my computer?
A. No. PantryTrak is a cloud-based system that keeps all of the client information on the servers. No client information will ever be stored on a device.
Q. How will client check-in work?
A. PantryTrak allows you to search for clients that are in the database. Once you locate the client you are serving, you can open the record and confirm that the contact and family information is still correct. Then, the client will confirm that their family falls within the gross income limits. After that, the client will type their initials into the electronic form and click “I Agree.” The client will then be recorded as served and added to your reports.
Q. What if a new client comes in?
A. PantryTrak allows you to easily add new clients and input all of the same information that is on the paper TEFAP forms. After the client record is created, that client will be able to sign the electronic TEFAP form and pick up their food.
Q. Can we import our old TEFAP forms into the database?
A. Yes. PantryTrak allows you to import old forms and create a service history for your clients. Importing your old forms will assist in creating a record of your regular clients.
Q. Do we have to import our old forms into PantryTrak?
A. No. This is completely up to the discretion of the agency and its workers. Agencies have used both methods and both have been successful.
Q. What happens if the internet goes down?
A. We recommend keeping back-up TEFAP forms in case of any technology issues. You can then input those forms into the system at a later time. The ODJFS TEFAP form is the only acceptable alternative to PantryTrak.
Q. If I get on PantryTrak, can I throw away my old TEFAP forms?
A. No. You must still keep the forms for the required three years.
Q. How do I get started on PantryTrak?
A. You must attend a PantryTrak training from a Foodbank staff member. After completing the training, you will be supplied a set of usernames and passwords that provide access to the system.
Getting Started on Pantrytrak
Q. Why are some of my clients already in the system?
A. PantryTrak holds a central database of pantry clients that have visited a PantryTrak agency. Therefore, some of your clients may have visited another pantry in the past.
Q. Is this allowed?
A. Yes. There is no Foodbankrestriction on how many pantries a client may visit.
Q. Will I know what pantries these clients have visited?
A. No. PantryTrak is not designed to be a client monitoring system. You will not be able to see which pantries a client has visited or how many times.
Q. What happens if I see multiple client records?
A If you find duplicate records of the same client, there is a box on the far right screen that says “Merge”.
Q. Will this automatically merge the client records?
A. No. When you check the “Merge” box PantryTrak sends the request to the system management team in Columbus. Then, they will review the records to ensure that these records are actually the same family.
Q. How long will this process take?
A. It varies. It’s a manual process that is done in Columbus. However, it does not hurt your monthly report numbers if there are multiple records in the system.
Q. What should I do if the person in a one-client family passes away?
A. Nothing. The system will not allow you to mark a head of household as deceased so you do not need to worry about removing these records. It does not hurt the system for them to remain in the database.
Q. What happens if the Head of the Household passes away but the rest of the family wants to keep receiving food? When I go to the Family Members tab, it’s not possible to mark the head of household as deceased?
A. If this situation occurs you will need to take a couple of steps to update the client record:
- In the family member’s box, all of the fields can be edited. So the process involves switching two family members personal information.
- Take the now deceased Head of Household’s personal information (name, birthday, gender, etc.) and transfer that information into the family member’s space that has been designated as the new Head of Household.
- Then take that family member’s information and input it into the Head of Household’s top space.
- Mark the previous Head of Household as deceased.
Q. Why is it recommended that our agency always have paper TEFAP forms ready for use?
A. Technology is great when it works, but nothing is guaranteed with technology. Therefore if there is ever a problem and you are not able to access PantryTrak, the paper TEFAP form is the only acceptable alternative.
Q. If I use a paper TEFAP form for a client signature even one time, am I required to keep that form?
A. Yes. Anytime a paper form is signed by a client, that form must be kept for 3 years.
Q. How do I include clients who signed the paper forms in my monthly report?
A. After the distribution, take the signed forms and input the client information into PantryTrak. And, when you input them, they will be not marked with an eSignature. Instead, you will mark the record as “Signed Paper Form”
Q. I know that I put a client into the system but now I cannot find them. Why is that?
A. There are a couple of reasons why this might have happened
- Double check your spelling
- Click the “Expand the Search” to open up the search parameters
- Note the zip code and contact ACRFB to ensure that zip code is part of your search zone
Q. Who is allowed to sign the eSignature page
A. PantryTrak provides 3 options on the eSignature page
- Head of Household
- Proxy ( as long as a proxy letter is on file)
- Household Member ( as long as they are listed on the client record)
Q. Can two people that have the same address have separate client records?
A. Yes.
Q. If a household member comes to pick up food; will their name come up if I search for them and not the Head of Household?
A. No. The Head of Household is the only name that will show up in name search.