Model system for smaller counties tested in Minnesota - automated food stamp program

Food and Nutrition, April, 1986 by Mary Jane Gettinger

"The worker transfers information from the food stamp application to the food stamp case information turn-around document. In the instance of an update, the financial worker uses the monthly report form to revise a turn-around that already exists for that case."

The worker keeps the bottom portion of the turn-around document and sends the top portion to the data entry operator, who keys the information into the terminal. This information either establishes a new household record or updates an existing record.

The system generates a new turn-around document and a notice of decision, which become part of the case file. Another copy of the notice of decision goes to the client, with all standard information pertaining to clients' rights and responsibilities printed on the reverse side.

Issuance log

produced daily

At the end of the day, the system produces a mail issuance log, which lists the household's name, address, benefit amount, and coupon book denomination. This goes to the accounting department, which will use it the following day to manually issue food stamps.

After the accounting staff issue the coupons, they key the date, the amount, and the category of issuance (monthly, prorated, supplemental, restored, replacement, or retroactive benefit) into the terminal. This updates the household record.

The system is designed to accommodate expedited payments to households that qualify for this special service because of severe need. "In these cases," says Nolan, "the system will print a notice of decision while the recipient waits. The recipient can take his notice of decision to the accounting department and pick up his first food stamps immediately."

Speed and accuracy are two big pluses for the new system, according to county managers. "Our cases are consistent and accurate," says Judy Bergevin, a Dakota County office services supervisor, "because all the information is provided in a standard format, and the calculations are done by computer."

"It will be just wonderful when it is in full operation," says financial assistance supervisor Betty Bruber. "Definitely, it will be a timesaver.

"Although it may take longer to process first-time cases, our case documentation will be much more complete and desk reviews or updates will require less than half the time it takes with the manual system. Our computer forms are designed to get the right answers, so our level of errors is reduced."

Final tests are

nearly complete

The system is now in the second stage of what's called "parallel testing." In the first stage, 100 cases were loaded and processed both manually and by computer. Many problems were worked out. In the second stage, 500 cases are being processed both manually and by computer. Dakota County staff expect their automated system to be completely in place by the end of April.

For more information on the Dakota County system, contact: Dustin Van Vleet Regional Director, Family Nutrition Programs Food and Nutrition Service 50 E. Washington Chicago, Illinois 60602 Telephone: (312) 353-6272