NCFC:Process for Tracking Missed Pickups

The purpose of this document is to hash out how each party (Opener, Closer, Chapter Lead), will use the Frederick Missed Pickup Tracking spreadsheet.  

Why Is This Spreadsheet Necessary?

Central Place Needed to track Unresolved Items

In the past, when the club had only one Opener and one Closer for all drops, we had a clear picture of the complications of each drop. Now with multiple Openers and Closers, we need a central place to track the unresolved issues after the pickup. Ideally, this spreadsheet will be empty, but in reality things are left at the drop site; members forget to pay a Product Coordinator; a member forgets about the pickup; items can be misplaced etc. We need to recognize trends to provide fixes and improvements.

Central Place To Capture Pickup Notes

The other goal of this spreadsheet is to foster communication from the Sorters, to the Opener, to the Closer and eventually to the Chapter Lead. If the issues that the Opener identifies are closed by the end of the drop, the item is removed. However, if the issue is still unresolved, they will be tracked in this spreadsheet. The Closer will follow up with an email to the member(s) as their normal follow-up procedure.

Who Uses the Spreadsheet?

• This spreadsheet will be used to share information easily among the Opener, Closer, and Chapter Leads. The chapter leads are trying to identify trends and also monitor membership contracts, club goals and club polices.

Opener

Upon arrival at the drop, the Opener will open the Missed Pickups Tracking spreadsheet and review unresolved items in the spreadsheet and use the spreadsheet to document pickup notes.

Review Unresolved Items in Spreadsheet

• Review the unresolved issues from the prior drops pertaining to items left in Julie's basement, shelving, fridge, freezer or anywhere else. If these are gone or resolved, update the resolved column of the spreadsheet.
  • Do not remove the item from the spreadsheet, just update the Resolved (Y/N)? column and any notes with an updated status.

Document Notes

• Upon arrival, the Opener will open this document on the computer.
• The Opener will track any notes normally passed on to the Closer: info from Sorters, calls from members, or events of the drop. Include all details.
• As items are resolved while the Opener is at the pickup, the line item in the spreadsheet should be completely removed.  
  • Please Note:  The only items that will stay in this document (and passed onto the Closer) are items that are not resovled by the time the Opener leaves the pickup. 

Closer

• The Closer will see what notes the Opener has identified and if any are resolved, remove them completely from the spreadsheet.
  • Please Note: The only items that will stay in this document are items that are not resovled by the end of the food club pickup.
• The Closer will continue to detail all unresolved issues in the spreadsheet while at the pickup.
• Followup emails to members about missed items will be created from the details of this spreadsheet.
• After the drop, as items are resolved, the Closer will update the spreadsheet with any closure information to indicate that the issue is resolved so that no further followup is necessary.

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Chapter Leads

• The Chapter Lead will follow up with the members and Product Coordiantors involved on any unresolved items to see what the status is.  
  
• The Chapter Leads will be using the spreadsheet to enforce the Membership Contract and Goals and Policies.

Logging Into Frederick Missed Pickup Tracking Spreadsheet

When using the Frederick Missed Pickup Tracking spreadsheet during the pickup, open the spreadsheet in Google Drive.

1. Go to www.google.com
2. Click on the sign-in box in the upper righthand corner of the browser window.
3. Use the following login information to log into the NCFC Google Drive account.
   • Username:  frederickncfc@gmail.com
   • Password:  nCFcpickup
4. Once you are logged in, you will see the frederickncfc@gmail.com username in the upper-righthand corner of the browser window.
5. Click on the set of boxes that looks like a keypad, and select 'Drive'.
6. Once in Google Drive, click on 'Recent' in the lefthand side of the page (under the 'Create' button).
7. Now you should see the 'Frederick Missed Pickup Tracking' spreadsheet in the view.
8. Click on the 'Frederick Missed Pickup Tracking' spreadsheet.
9. Make necessary notes for the Closer and track unresolved issues.