  Issue 2.7, October 2022
To ensure that the Integrated Food Management System (IFMS) meets the needs of Indian Tribal Organizations (ITOs) in supporting operations for the Food Distribution Program on Indian Reservations (FDPIR), the IFMS User Group was formed in early 2022. IFMS User Group members have the opportunity to share new issues and requests for group discussion.
To participate as a member of the IFMS User Group, or for more information, please email Katie Clifford.
Mobile App:
The Transition Team has developed the USDA IFMS mobile app, a streamlined version of IFMS intended to efficiently conduct food distribution at ITO tailgate sites where there is no internet connection.
The mobile app syncs data with the web-based application. Users transfer IFMS inventory from the main warehouse to the mobile app inventory before tailgating and transfer remaining inventory back to the main warehouse upon return.
This November, a volunteer group of ITOs will participate in a soft launch of the mobile app as first adopters and provide feedback to the Transition Team.
The USDA IFMS mobile app experience is best with the latest technology. The following devices are supported:
- iPad Air 2nd generation and above
- iPad 5th generation and above
- iPad Mini 4th generation and above
- iPad Pro 1st generation and above
The mobile app also requires a Direct Wi-Fi printer. Other recommended equipment includes Bluetooth keyboard, mouse, and protective case.
Certification Module:
The Transition Team is pleased to announce the development of the Certification Module for IFMS. The planned launch date is February 2023.
ITOs are encouraged to provide input and review the latest developments in monthly IFMS user group meetings along with their FNS partners.
The Transition Team congratulates the Mississippi Band of Choctaw Indians on a successful transition. There are four ITOs scheduled for a November transition and two ITOs scheduled for December.
Transition Support
It is easy to transition to IFMS
The IFMS Transition Team is available to provide assistance to ITOs who are preparing for IFMS and to answer questions about the transition process. The transition program is designed to support ITOs, considering their unique needs, from initial planning through the Go Live event at a pace that minimizes disruption to daily operations.
The transition program includes:
- Support Specialists assigned to each ITO for the duration of the transition process
- Self-Paced e-Learning Introductory Course
- Flexible virtual training sessions
- Manuals, quick reference guides, and exercises for each functional area
- Access to the IFMS training environment to reinforce and build upon training sessions
- Discussion of ITO data needs and guidance on using IFMS reporting tools
- Post-transition support with timely response to questions or issues
- Feedback sessions for continuous improvement of transition program and system features
The IFMS Transition Team is actively recruiting ITOs. Contact the Transition Manager to discuss IFMS opportunities and begin planning today.
Update to Internet Speed Requirements
Required internet speeds for IFMS have been reduced from 10 MB/s to 0.5 MB/s. For reference, a YouTube video plays at a speed of about 4 MB/s.
ITOs who currently use the tailgate feature in the Automated Inventory System (AIS) may be able to transition to IFMS when ready. In some areas, ITOs may be able to operate IFMS at a tailgate site, if internet and/or cellular data is available.
The purchase of a hot spot and/or cellular plan would be an allowable use of FDPIR administrative funds. Please reach out to the FNS Regional Office to discuss internet or cell phone data plan options.
Need IFMS Training? The ITO IFMS Support Program offers training opportunities for the IFMS user community in the form of new staff member training, refresher training, release enhancement updates, and advanced topics. These sessions are intended to build user skills and improve efficiency with IFMS functionality.
ITOs can request a range of topic-specific user trainings for their ITO staff using the IFMS Training Request Form. Training is available for existing as well as new users or those switching roles. Completed forms should be submitted to the IFMS Transition Team. Upon receipt, the IFMS Training Manager will follow up to discuss scheduling and tailoring the session topics to the needs of the ITO.
IFMS Activity At-a-Glance
As of October 2022, there are 79 ITOs using IFMS to conduct food distribution transactions for their communities and manage inventory and household records for FDPIR. To date, over 19.2 million food items have been issued through IFMS.
 Fig 1 - As of October 2022, IFMS was being used by 79 ITOs at 105 Sites.
As of October 13, 2022, IFMS activity since launch included:
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79 ITOs deployed IFMS with 395 active users
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53,879 individuals in 27,621 households received food
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19,239,934 items issued through 247,978 order transactions
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34,016,039 items updated through 101,109 inventory transactions
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42,750 household certifications updated
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8,066 new households created
Release 1.12.0 went live on October 14, 2022. The following enhancements were included:
Issuance Management
- IFMS users will see claims prices on issuances completed on the mobile app and synced to the web.
- IFMS users can view a list of materials in the middle of the screen in QuickScan mode to manually add materials to the issuance.
- IFMS users can now search for materials on the QuickScan issuance screen.
- IFMS users working in QuickScan mode will only be able to issue materials within program rules.
Reports
IFMS contains a wealth of reports for ITO users. These reports can be accessed from the IFMS App Launcher icon in the Reports folder after logging into IFMS. Reports available in the system include:
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Availability Report – Inventory materials within the ITO’s warehouse(s).
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Benefits Not Received Report – Households not issued to in the current month.
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Certified Active Households – Currently active and certified households.
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Certifications Expiring This Month – All active accounts with certifications expiring this month.
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Direct Cert School Age Participants Report – Active school-age household members older than or equal to three years of age and younger than 22 years of age.
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Dual Participation Report – Certified participants with First & Last Names, SSN, and Address information.
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Issuance History Report – Past issuance transactions by household.
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Inventory Transactions Report – Inventory transactions in the last 30 days.
IFMS Public Webpage
The IFMS webpage provides announcements, general information about IFMS, and a variety of other resources for the user community and other interested parties. These include:
IFMS Learning Academy
The IFMS Learning Academy (login required) contains a variety of self-service resources for IFMS. User manuals and quick reference guides (QRGs) provide helpful instructions for a variety of common business tasks and functions as well as tips for using additional system features when needed. Other resources include release notes and guide rate information.
After selecting a topic, refer to the Details tab for a description of available materials and links to external resources, as applicable. The Related tab provides all files available to view or download.
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