IFMS NewsWatch 1.5, March 2021

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Issue 1.5, March 2021

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Success Stories

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The Transition Team would like to feature your success story with IFMS, please send your comments to the Transition Manager. Take a look at some of the feedback recently received from ITOs:

Confederated Tribes of Warm Springs Following his ITO’s transition to IFMS in December 2020, Theo Perez stated that from the beginning, he was ‘excited to be on the ground floor [of something new]” and was looking forward to “something more modern.” Now that he has been working in IFMS for a few months, Theo’s advice to ITOs still contemplating moving to IFMS is “to go for it.”


Transition Status

The Transition Team congratulates the fifth group of Indian Tribal Organizations (ITOs), who are now using the Integrated Food Management System (IFMS). As of the March 2021 launch, there are now 35 ITOs conducting their food distribution transactions in IFMS.

Are you ready to transition to IFMS?

IFMS transition is designed to be an easy process to ensure a successful implementation of IFMS for the ITOs. It follows clear step-by-step instructions, a hands-on approach, and constant guidance and support from the Transition Team. Some features of the transition process include the following:

  • Self-Paced e-Learning Introductory Course
  • Access to the IFMS training environment to reinforce and build upon the training sessions and practice using IFMS to prepare for Go Live
  • Flexible virtual training sessions, with each topic offered at least twice a day to make it easier for different staff members to attend, reducing the impact on daily operations
  • Support Specialist assigned to each ITO throughout the process to ensure a smooth transition
  • Post-transition support plan, so ITOs continue to receive timely responses for any questions or issues they may have after Go Live

At the start of each month, a new group of ITOs will move from AIS to IFMS. The Transition Team is actively recruiting ITOs who are ready to transition to IFMS. Contact the IFMS Transition Manager today!


IFMS Activity At-a-Glance

As of 3/24/2021, IFMS activity since it launched on October 1, 2020:

  • 35 ITOs using IFMS
  • 12,313 individuals have received food distributions through IFMS
  • 1,144,103 items issued to 6,753 households through 14,152 order transactions
  • 1,601,978 items updated in inventory through 4,636 inventory transactions
  • 2,643 household certifications updated
  • 248 new households created
Users Logging in to IFMS by Week

Fig. 1: Increase in number of distinct users logging in to IFMS by week since October 1, 2020 launch

With more ITOs using IFMS, there is a steady increase in unique logins per week. In March, this stat has jumped up to over 130 ITO users logging in per week to perform issuance, inventory, certification, and reporting activities.


IFMS User Corner

Release 1.3.1

IFMS is under continuous improvement with Release 1.3.1 going live on March 26, 2021. Additional information about these updates can be found on the IFMS webpage and in the published Release Notes in the IFMS Learning Academy (login required).

Note: All updates are applied automatically; no user actions are required to use the latest version of IFMS.

Release 1.3.1 includes the following inventory enhancements:

  • The Inventory Balance report screen includes Cases and Units columns, so that physical counts can be conducted more efficiently.
  • Users conducting an Inventory Transfer Out to an AIS ITO and Site are required to enter a comment, so the reason for the transfer can be tracked.
  • Users working in the Inventory Receipts screen can no longer edit the Unit per Case field. This field is read-only to prevent accidental changes.

Hot Tip: Calendar Events

IFMS calendar events can assist with managing ITO schedules. It is easy to create calendar events to remind users about incoming warehouse deliveries, meetings, and appointments. Users can also share calendars with other people within the ITO to view schedules and track availability.

To create a new event, click the + icon and select the New Event option from the drop-down list of Global Actions. Users can also view and create events directly from the calendar. In the New Event window, enter information such as Subject, Description, Start Date/Time, End Date/Time, Location, Name, and Related To. Click Save to add the event to the calendar.

The Basic User Navigation manual in the IFMS Learning Academy (login required) provide step-by-step instructions for creating calendar events.

IFMS Calendar Event Creation Screen

Fig. 2: Creating a new event in IFMS - From the Global Actions menu, select New Event. In the New Events window, enter all applicable information and click Save.


Preparing for IFMS

Flexible Training Opportunities

In response to ITO feedback, the Transition Team has adjusted the training schedule to now provide two sessions daily for the same training topic. This promotes flexibility for transitioning ITOs to choose the time(s) that best suits their needs, accommodating ITO operating schedules and giving additional staffers the opportunity to participate in the training.

All transitioning ITOs also have access to the training environment, where they can get hands-on practice and become familiar with IFMS before Go Live. After each training session, participating ITOs receive self-paced exercises for use in the IFMS training environment. The goal of these exercises is to provide real-world scenarios to reinforce the training that was conducted that day.


Resources

IFMS Instructional Videos

The IFMS Learning Academy (login required) contains many training resources and reference materials to support ITOs as they transition to IFMS. There are also IFMS demos and instructional videos available on YouTube (no login required). These provide a view into the system for those considering transitioning and may also be helpful tutorials for recently transitioned ITOs.

Household Certification

Household Certification demo

Add New Member

Change Certification Dates

Change Head of Household

 

Miscellaneous

New User Registration Process

Add Custom Name and Barcode for Material

Generate and View FNS-152 Report

Issuance

Manual (Pick & Pack) Method

Store Model Method 

 

Inventory

Inventory Management demo

Adjustments

Nutrition Education

Physical Count

Receipts

Transfer Out

Transfer Receipts

 

Contacts

IFMS Support

WBSCM.servicedesk@caci.com

877-WBSCM-4U (877-927-2648)

Service Desk Portal

IFMS Support staff are available M-F, 7-5 CT, except holidays.

IFMS Transition Activities

Paula Joyce

Transition Team Manager

paula.joyce@caci.com

IFMS NewsWatch Subscriptions

Danielle Ziegler

FNS Technology Communications

danielle.ziegler@usda.gov

 

Learn more at https://www.fns.usda.gov/food-distribution-programs

or contact us at USDAFoods@usda.gov.

USDA is an equal opportunity provider, employer, and lender.