Collaboration and the Calculator: Increasing Food Stamp Access in NYC

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Collaboration and the Calculator: Increasing Food Stamp Access in NYC
By Catherine Friesen

United Way of New York City's (UWNYC) Food Card Access Project (FCAP) is a unique example of using the combined power of technology and inter-agency partnerships to extend the reach of essential services. FCAP was launched in June of 2003 under the direction of Stephanie Copelin, Director of Workforce Development at United Way. It is the first program to be developed as part of UWNYC's Community Action Strategy. The primary goal of FCAP is to increase Food Stamp enrollment through streamlining the application process and broad-based community outreach. Its dual foundation of a robust new technology tool and pool of nonprofit and governmental knowledge gives the FCAP the ability to address Food Stamp access on all levels; from initial client exposure, to public policy.

FCAP was developed in response to a striking disconnection between service and need. An estimated 850,000 New York City residents are potentially eligible for Food Stamps, but are not currently receiving them. 1 This is fifty percent non-participation at a time when food pantries and soup kitchens are overstressed to the point of turning away an estimated 146,256 people in the past year, while still serving 26% more people than in 2002. 2 In addition to immediate hunger relief, Food Stamps can be a critical bridge for individuals who regularly choose between buying food and paying for utilities or housing. Food Stamps could also bring nearly one billion federal dollars and new life into low-income communities through the bodegas, markets, and grocery stores where they are used.3 FCAP seeks to put this valuable potential source of assistance into the hands of those who need it.

The Food Stamp Calculator (FSC) is the cornerstone of FCAP. This multi-use tool assists with direct client outreach and program management and monitoring of the program's objectives. The Calculator is a Windows-based system developed by Mission Research, in partnership with NPower NY, on Microsoft's SQL Server Database Platform.

The Calculator is an efficient point of entrance into FCAP. It is installed on five laptops for each of the five community-based organizations (CBOs), which are partners in the program. The five CBOs operate in diverse under-served areas of the city. Laptops give CBO workers the mobility to conduct outreach at food pantries, soup kitchens, utility payment centers, health clinics, or supermarkets. There, one-on-one interviews are conducted and client information is entered into the Calculator. On the spot, the Calculator assesses Food Stamp eligibility and a potential dollar amount of assistance. It also pre-populates the federal Food Stamp application as a PDF that is printed out for the client. CBO employees then sync their laptops up with UWNYC's FSC server and all client data is maintained on a secure server.

Copelin notes how important it has been to communicate the particularities of building software for a nonprofit. Nonprofits tend to have more outdated and less consistent systems than for-profit clients.

Pre-release hurdles have included revisiting the Calculator design based on available technology, acquiring machines that could support the Calculator, and extensive training on basic computer literacy to project software specifics.

The FSC database and robust reporting system makes the Calculator much more than an interview tool. Administrators and managers can view reports from a wide range of criteria, such as zip code, CBO, and primary language of client. This information is valuable to help CBOs deliver service, to monitor the progress of the program, and as data to inform Food Stamp policy. Agencies and employees in the partnership have varying degrees of access to the database to protect client privacy. Client privacy is critical for web-based systems that contain confidential information such as Social Security numbers.

Partners in FCAP were chosen for their range of skills and community recognition in order to build a comprehensive program; from hunger awareness and legal assistance, to the actual mechanics of Food Stamp acquisition. Community Food Resource Center is UWNYC's primary partner. CFRC has contributed invaluable experience from its eight plus years of Food Stamp outreach under the directorship of Carlos Rodriguez, and its use of a simple DOS-based calculator. Other partners are New York City Coalition Against Hunger, Urban Justice Center, Seedco/NPAC, along with the NYC Human Resources Administration and the Public Advocate's Office.

It is important to note that since Food Stamps are government administered, clients must take their pre-populated forms to the NYC Human Resources Administration to complete the application process. Pre-screeners may either set up client appointments or direct them to their local Food Stamp office.

Collaboration has both been a strength and a challenge in launching FCAP. According to Copelin, challenges have ranged from finding common language to bringing agencies without a history of working together to the table. It has been necessary to rally the interests of each to serve the program's goal. Copelin observes that, "(particularly) nonprofits like to sit around and build consensus." However, she advises that technology is not about complete agreement. Copelin reflects, "There was a point at which discussions had to come to a close so that work on the product could move forward." Her method of processing ideas was to establish a "phase 1 bucket" and a "phase 2 bucket." The first contained ideas that were essential to fulfill the objectives of the program. The second is for features to consider as the program develops.

Using a technology consultant has also been a learning process. Copelin notes how important it has been to communicate the particularities of building software for a nonprofit. Nonprofits tend to have more outdated and less consistent systems than for-profit clients. The broad FCAP collaboration has also meant a wide range of computer literacy from the partner through the CBO level. Pre-release hurdles have included revisiting the Calculator design based on available technology, acquiring machines that could support the Calculator, and extensive training on basic computer literacy to project software specifics.

In terms of advice for other nonprofits integrating technology to serve their projects, Copelin suggests clarity with the consultant – from the beginning; not only about what you want the tool to do, but also the details of who will operate it, how they will use it, and who will maintain it on a day-to-day basis. She also offers that there may be resources from your agency's own IT department or friends with expertise who can provide perspective on the process. In any case, it is important to have an outside eye to make sure that all parties are on the same page.

FCAP's goal is to reach out to 100,000 people before the two-year pilot period ends in December of 2004.4 Next steps include fine-tuning the reports, adding a query builder, making the software more user-friendly, and adding more CBO partners. An eventual goal is to make the Calculator available for other agencies to use. It is currently tied to United Way's Food Stamp Calculator server, so all pre-screenings enter UWNYC's system.

For Copelin, the innovative features that have made FCAP a challenge to launch are worth it. She says, "The program is inspiring. The most interesting and exciting parts of it are seeing the possibilities of collaboration and technology." In this case, they can lead to a more full utilization of Food Stamps, which will ease the choice for many between food and housing stability, and infuse struggling communities with millions of dollars in new revenue.

1 CFRC. "Missing Millions/Missing Meals: New York City's Food Stamp Crisis." December 16, 2002.
2 New York City Coalition Against Hunger. "2003 Survey of Local Hunger." November, 2003.
3 CFRC calculated the average Food Stamp benefit per person by dividing the monthly amount of Food Stamp benefits for NYC by the monthly amount of Food Stamp recipients for every month in 2001. An average of $96 was then calculated by dividing the sum of monthly Food Stamp benefits per person by 12.
4 UWNYC. "The Food Stamp Access Project Executive Summary" for further reading on hunger in New York City:

For further reading:

The New York City Coalition Against Hunger's November 2003 report is available at http://www.nyccah.org/media/fullreport.doc

An online PDF report from the Hunger Action Network of New York State is available at: "Hunger Impact Survey 2002-2003."

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