SYSTEMIC CHANGE: HOW FORMALIZING PROCESSES INCREASES EFFICIENCY, - - PowerPoint PPT Presentation

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SYSTEMIC CHANGE: HOW FORMALIZING PROCESSES INCREASES EFFICIENCY, - - PowerPoint PPT Presentation

Aug 25, 2022 323 likes •830 views

An NGFN An NGFN Webinar binar July 23, 2015 SYSTEMIC CHANGE: HOW FORMALIZING PROCESSES INCREASES EFFICIENCY, REDUCES RISK, AND INCREASES ORGANIZATION SOPHISTICATION Presentation Outline Technical Orientation Welcome Jeff Farbman

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SYSTEMIC CHANGE:

HOW FORMALIZING PROCESSES INCREASES EFFICIENCY, REDUCES RISK, AND INCREASES ORGANIZATION SOPHISTICATION

An NGFN An NGFN Webinar binar

July 23, 2015

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Presentation Outline

Technical Orientation 

Welcome

Jeff Farbman

Wallace Center at Winrock International

Introduction to Systems

Case Study: Food Safety

Case Study: Employee Training

Questions and Answers

Upcoming Opportunities, etc.

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WALLACE CENTER AT WINROCK INTERNATIONAL

  • Market based solutions to a 21st Century food system
  • Work with multiple sectors – business, philanthropy,

government

  • Healthy, Green, Affordable, Fair Food
  • Scaling up Good Food
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SLIDE 4

NATIONAL GOOD FOOD NETWORK: VISION

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SLIDE 5

NATIONAL GOOD FOOD NETWORK: GOALS

Supply Meets Demand

  • There is abundant good food (healthy, green, fair and affordable) to meet

demands at the regional level.

Information Hub

  • The National Good Food Network (NGFN) is the go to place for regional

food systems stories, methods and outcomes.

Policy Change

  • Policy makers are informed by the Data and Analysis and outcomes of the

NGFN and have enacted laws or regulation which further the Network goals.

http://ngfn.org | contact@ngfn.org

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SLIDE 6

Presentation Outline

Technical Orientation

Welcome

Introduction to Systems

Case Study: Food Safety

Case Study: Employee Training

Questions and Answers

Upcoming Opportunities, etc.

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SLIDE 7

Presentation Outline

Technical Orientation

Welcome 

Introduction to Systems

Phil Britton

Cherry Capital Foods

Case Study: Food Safety

Case Study: Employee Training

Questions and Answers

Upcoming Opportunities, etc.

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SLIDE 8

Systemic Change

What, why, how and other nuts and bolts

Phil Britton

Together - with you and our growers - we're building a resilient, socially just food system in Michigan.

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Systems Approach

  • Definition of a process
  • Activity  Outcome
  • Definition of a system
  • Interrelated Processes
  • Taking a “systems

approach”

Cherry Capital Foods / cherrycapitalfoods.com

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SLIDE 10
  • 3rd Party Certifications
  • Risk, business or
  • therwise
  • Job/role succession
  • Practicality
  • Business effectiveness

Cherry Capital Foods / cherrycapitalfoods.com

Decision Drivers

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SLIDE 11

When to Write it Down

  • Am I required to?
  • Is the risk high if I don’t?
  • Once trained, is it easy to remember and

repeat?

  • Will it benefit the business in terms of

efficiency, consistency, quality, etc.?

Cherry Capital Foods / cherrycapitalfoods.com

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SLIDE 12
  • Common Sections
  • Purpose
  • Scope
  • Responsibility
  • Other Sections
  • Revision History
  • Reference Documents
  • Role of Templates

Cherry Capital Foods / cherrycapitalfoods.com

Writing SOPs

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Morning Routine Example

  • 1. Get out of bed
  • 2. Let the dog out
  • 3. Take medication
  • 4. Get ready for day
  • 5. Make coffee
  • 6. Eat breakfast
  • 7. Take medication with food
  • 8. Leave by 7:45am

Cherry Capital Foods / cherrycapitalfoods.com

Photo Credit: Ian Ransley, Creative Commons

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  • Quality over quantity
  • Available at point of use
  • Formats - electronic vs

paper

  • Keep it dynamic

Cherry Capital Foods / cherrycapitalfoods.com

Final Takeaways

Photo Credit: Peter Castleton, Creative Commons

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SLIDE 15

Please feel free to ask questions or contact us at info@cherrycapitalfoods.com

Thanks eh!

Phil Britton phil.britton@cherrycapitalfoods.com 906-869-6131

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Presentation Outline

Technical Orientation

Welcome

Introduction to Systems 

Case Study: Food Safety

Hannah Mellion

Farm Fresh Rhode Island

Case Study: Employee Training

Questions and Answers

Upcoming Opportunities, etc.

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Systematizing Food Hubs:

How Standard Operation Procedures Improved Our Food Hub

N G F N W E B I N A R J U L Y 2 3 , 2 0 1 5 H A N N A H M E L L I O N P R O G R A M D I R E C T O R - E N T E R P R I S E F A R M F R E S H R H O D E I S L A N D

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Farm Fresh Rhode Island is a 501(c)3 not-for-profit founded in 2004. Mission: To grow a local food system that values the environment, health, and quality

  • f life of farmers and eaters
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Farm Fresh RI’s Model

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Market Mobile

  • 70+ farmers and

food producers

  • 200+ customers
  • Farmers set prices
  • Farm name

preserved in supply chain

  • 18% of sales go to

support operations

  • Online ordering
  • USDA GHP

certification

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Veggie Box

  • 25 farmers
  • 80+ worksites and

YMCAs

  • Over 1,500 families

reached

  • $25 per box
  • Weekly and

Biweekly option

  • E-newsletters with

farm information, recipes, etc

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Farm Fresh RI’s Hub Growth and Development

 2009: Market Mobile Program Begins  2011: $1 Million in sales, 1800 Veggie Boxes

  • First cooler expansion
  • Veggie Box Begins

 2013: $1.5 Million in sales, 16400 Veggie Boxes

  • Second cooler expansion
  • Staff Added: Market Mobile and Veggie Box Program Managers,

Warehouse Manager

 2014: $2.1 Million in sales

  • USDA Good Handling Practices (GHP) certification
  • Staff Added: Administrative Assistant, Receiving Manager

 2015: $2.35 Million, 17500 Veggie Boxes projected

  • Full Time Staff: 6, plus 2 FTE in warehouse
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Experience With Certification

 Approached as a way to expand

  • peration and opportunity for

farms

 Allowed us to “professionalize” our

  • peration and refine policies and

procedures

 Huge learning and development

  • pportunity for staff

 Methods learned have spilled into

  • ther areas of operation
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Good Handling Practices (GHP) Audit

 USDA AMS* Audit

 Good Agriculture Practices (GAP)

covers farmers

 Good Handling Practices (GHP) covers

food handlers

 Third party food safety

certification, required by larger customers and institutions

*United States Department of Agriculture, Agricultural Marketing Service

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Standard Operating Procedures (SOPs)

 Primary tool used in GHP process to

establish food safety procedures

 SOPs created a set list of procedures for

a particular task or process

 Many areas of use at Farm Fresh, including:

 Hiring and orientation of staff,

volunteers, interns

 Food Safety processes and training  Receiving and delivery  Billing and collections

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 Value of SOPs is in the shared

creation, training uses and continuous improvement

 Great opportunity to collect

perspectives and knowledge of staff

 Engagement of frontline staff in

development and implementation is critical for success

 Opportunity to take a big picture

perspective of operation and understand linkages so valuable

Benefits of Systematizing

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Improvements at Farm Fresh Post-Systematizing

 Clearer processes throughout

  • peration

 Opportunity to clarify roles and

responsibilities

 Improvements and efficiencies in

staff training

 Interest in systematizing other

areas of organization

 Method for bringing staff together

to problem-solve issues

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Final Thoughts

 It is a process, as well as a

destination

 Requires continuous upkeep and

management

 Time intensive, but worthy

investment in your team and

  • peration

 The greater the engagement of staff,

the greater the benefit

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HANNAH MELLION HANNAH@FARMFREHSRI.ORG 401 312 4250 WWW.FARMFRESHRI.ORG

Contact Information

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Presentation Outline

Technical Orientation

Welcome

Introduction to Systems

Case Study: Food Safety 

Case Study: Employee Training

Tatiana Garcia-Granados & Samantha Shain

Common Market

Questions and Answers

Upcoming Opportunities, etc.

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Systematizing Training at Common Market Philadelphia

Tatiana Garcia-Granados Co-Founder and Co-Director

&

Samantha Shain Local Food Operations Fellow

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About Common Market

  • We are a non-profit food hub in Philadelphia
  • We work with 300 customers, focusing on

institutions like school, hospitals, colleges and workplaces.

  • We source from 85 growers and vendors
  • Since 2008, we have moved $9M of “good

food”

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The Early Days

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We needed systems

  • Dividing staff roles into departments
  • Job descriptions for all employees
  • Training programs for each role
  • Integrating food safety protocol into
  • perations (especially documentation)
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Training gave us the chance to strengthen our systems as an

  • rganization and improve employee

retention -- at the same time.

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Our Training Philosophy

What does the employee need to know how to do in order to succeed at his/her job?

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Our training system

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What is our training system?

  • Competencies: Each job has 4-5 competencies,

which are big pieces of an employee's job.

  • Modules: Training around a discrete skill,

including helpful how-to resources for future reference.

  • Check-ins: Our trainees have daily or weekly

check-ins about their learning process with a member of the Training Department.

  • Milestones: Trainees receive a "training

completion" certificate and are honored in front of their colleagues when their training period is complete.

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Case study #1: Food Safety

  • Our Food Safety plan is intertwined with
  • ur training program.
  • Every department is involved in the food

safety system

  • Having a system made it easier to

implement and maintain our food safety standards.

  • We all work together to perform well on
  • ur independent food safety audit.
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Our story

Low Staff Retention

  • Wanted to develop

training program to attract and retain great staff members

Needed organizational systems

Making departments was key to sorting

  • ut roles and

responsibilities within our systems.

Training is key

Training is how we maintain strong systems, both when we hire a new employee and for

  • n-going staff

development.

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Case study #2: Replicating our System

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Contact Us with questions

  • r feedback:

Samantha@commonmarketphila.org Tatiana@commonmarketphila.org

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Questions and Answers

Hannah Mellion

Hannah@farmfreshri.org

Phil Britton

phil.britton@cherrycapitalfoods.com Jeff Farbman

Wallace Center at Winrock International contact@ngfn.org

Samantha Shain

samantha@commonmarketphila.org

Tatiana Garcia-Granados

tatiana@commonmarketphila.org

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Webinars are Archived

TOPICS!

http://ngfn.org/webinars

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NGFN Webinars

3rd Thursday of each month 3:30p EST (12:30p PST)

 Aug 20: One Page Cost-Benefit Analysis Tool  Sep 17: National Food Hub Survey 2015

http://ngfn.org/webinars

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Counting Values

 Food Hub Benchmarking Study  Valuable for

 Food hub managers  Investors  Lenders  Consultants  more…

 http://ngfn.org/hubbench

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USDA Local Food Directories

 Was

 Farmers Markets

 Now adds:

 CSAs  On-Farm Markets

 Food Hubs

 http://www.USDALocalFoodDirectories.com/

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Get Connected, Stay Connected

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http://ngfn.org

contact@ngfn.org