How digital helps Alexandra Rose Charity supply food vouchers during COVID-19

 

Using Digital Tools

 

ARC’s existing tech has been crucial during the COVID-19 crisis.

 

“We continue to use our trader reimbursement app so traders can record voucher numbers and request payment.

Children’s centres use the Rose Vouchers database to register new families and record voucher distribution. We are exploring the potential for changing from paper to digital vouchers.

This is something that we were already thinking about - and COVID-19 has heightened the importance of this work.”

 

- Faith Holland - Head of Operations

 

 

Support from ARC’s second Tech for Good grant in 2019 resulted in the Rose Vouchers database being developed further. It became more flexible in terms of the amount of vouchers it calculates per area and by child’s age.

“Should we need to increase the voucher amount per area and age group in response to COVID-19, the tech is flexible enough to manage this.”

 

- Faith Holland - Head of Operations

 

Using digital resources

Staff time has been a big commitment for ARC in working with tech partners and it has committed part of Holland’s role to being a product owner.

 

The charity has worked on its digital development with user research and software design agency Neontribe, with user research focused sprints which include planning, scoping and wash-up meetings.

 

Software development has featured, primarily:

• The ‘Rosie’ web app used by traders to request reimbursement of vouchers
• A database used by delivery partners to manage family recruitment, voucher distribution and overall project monitoring data
• An admin portal for ARC staff to manage the creation, distribution and reimbursement of vouchers and manage delivery partner user access

 

“The systems are integrated so we can track the journey of a voucher from when it was printed, sent to a delivery partner, given to a family, payment requested, then reimbursed to a trader.”

 

- Faith Holland - Head of Operations

 

 

Calculating the digital impact

In terms of overall impact, Rose Vouchers have benefitted over 3000 families since 2014, with £572,673 vouchers redeemed in local markets over that time. In addition, 32 children’s centres have supported the project.

Digital has given the charity an opportunity to better understand the needs of users - including traders and children’s centre delivery partners. It has improved monitoring data, offers opportunities for attracting new funders and different types of delivery partners, and importantly, helps the project to scale.

Efficiencies resulting from the digital switch have meant:

• Time-saving for administrators and significantly reduced levels of paperwork
• Time-saving and improved record keeping for traders requesting payments
• More time for delivery partners to talk with families and administrative time-saving
• Quicker access to data to help better manage the project

 

“The new digital approach helps to record voucher distribution and spend - or redemption rate - which is important as we monitor engagement during the current crisis.

Plus the trader app allows traders to be paid quickly and easily which in turn supports cash flow.”

 

- Faith Holland - Head of Operations

 

 

 

New and different?

The two tech systems - for traders and children’s centres - are linked so the charity can monitor the voucher journey from distribution at a children’s centre to requests for payment and reimbursement.

 

 

“In a time of a crisis, priorities change and time can be limited - so having a user-friendly system where delivery partners are confident in how to use it, is really important.

It’s also important to have a simple, straightforward system that captures the essential data you need.”

 

- Faith Holland - Head of Operations