State, Local and Tribal Governments

An Assessment of the Roles and Effectiveness of Community-Based Organizations in the Supplemental Nutrition Assistance Program

CBO - Appendix D - Instructions for Submitting Data Files and List of Variables

State, Local and Tribal Governments

OMB: 0584-0578

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OMB Control Number: 0584-XXXX
Expiration Date: XX/XX/XXXX






Attachment D:
instructions for submitting data files and list of requested variables


AN ASSESSMENT OF THE ROLES AND EFFECTIVENESS OF
COMMUNITY-BASED ORGANIZATIONS (CBOs) in the
supplemental nutrition assistance program


INSTRUCTION SHEET FOR SUBMITTING DATA FILES


Who should be in the file? Please submit the following TWO data files:


  1. File #1: SNAP Applicants interviewed by CBOs (Community Partners) participating in the demonstration. Please include records for all SNAP applicants (no recertifications) whose interviews were conducted by a community partner from the waiver start date through August 2012. In your State, the participating partners are Catalyst Miami; CROS Ministries; Harry Chapin Food Bank; the Mental Health Resource Center; Second Harvest of Central Florida; Second Harvest of North Florida; and the United Way of Lee, Hendry, and Glades Counties.

Important Notes:

  1. We understand that community partners provide various types of assistance to SNAP applicants; however, the records on this file should include only those applicants whose SNAP interviews were conducted by a community partner).

  2. Please include all applicants interviewed by a community partner during the designated time period, not just those who were determined eligible.

  1. File #2: SNAP Applicants interviewed by SNAP local offices. Please include records for all SNAP applicants (no recertifications) who were interviewed through a local SNAP office in waiver counties during the first 5 business days of each month from the waiver start date through August 2012.

Important Note: Please include all applicants interviewed by SNAP during the designated time period, not just those who were determined eligible.

Waiver counties include:


Waiver Start Date

Counties

July 2009

Brevard

Seminole

Orange

Volusia

Osceola


March 2011

Baker

Lake

Bradford

Lee

Charlotte

Miami-Dade

Clay

Nassau

Collier

Palm Beach

Duval

Putnam

Flagler

St. Johns

Glades


Hendry


What is the deadline for submitting the list? Please let Insight know if you cannot submit the two data files by November 30, 2012.


What variables should be on the list? Table a below provides a list of the variables Insight is requesting for each of the data files. In addition to the files, please provide a separate Word document specifying your specific State codes for the reasons for denial.


What is the file format? Please submit the two files in either CSV (Comma Separated Values) or, alternatively, ASCII text format. If you prefer ASCII text format, Table A indicates the starting and ending column position for each variable.


***Note: Missing data or unused columns should be indicated by a BLANK space. Please do NOT fill unused columns or unknown values with zeroes.***


How will you ensure confidentiality of State data? These data will be maintained on a secure server and available only to project personnel needed to tabulate the data. The analysis will be performed on secondary files from which any identifying data have been deleted, and no identifiers will be disclosed in reports.


How can we submit the list? To protect these data, please submit the files using Insight’s secure FTP system, a secure file transfer site that encrypts both commands and data, preventing passwords and sensitive information from being accessed during transmission.  You can access the system by using the following link: http://snap.insightpolicyresearch.com

 

You will need to enter your username and password to access the site.

 

  • Your Username for this site is: Florida

  • Your secure Password will be sent to you in a separate email.

 

Instructions for using the FTP system are as follows:

 

  1. To access the system, go to the following website: http://snap.insightpolicyresearch.com.


  1. Enter your username and password to access the site.  It may be easier to copy and paste the username and password directly into the fields on the FTP home page.


  1. Once in the FTP system, click the “Upload” button, which is the third button from the right near the top left hand side of the screen. 


  1. Click on the “Browse” button, select the file(s) you wish to upload, and click on the “Upload” button. NOTE: Once you click on the “Upload” button, it is important that you stay on the screen and do not close the application or move to any other applications on your computer until the upload of the file(s) is complete.  This may take a while, depending on the size of the file.  When the upload is complete, the file name(s) will appear under the light blue “Name” bar on the screen.  Until the file name(s) appear, the file upload has not occurred and we will not receive your submitted file(s).


  1. Once the files have been submitted, you will receive a notification via email that they have been received.


If you have any questions or concerns, please contact Claire Wilson at [email protected] or 703-504-9484.


According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a valid OMB number. The valid OMB control number for this information collection is 0584-XXXX. The time required to complete this information collection is estimated to average 8 hours per response, including the time to review instructions, search existing data resources, gather the data needed, and complete and review the information collection.


TABLE A: Requested Variables List



(Please use this list to submit both File #1:CBO SNAP applicants and File #2: Local Office SNAP applicants)



VARIABLE NAME

DESCRIPTION

DATA FORMAT

CODE/ CATEGORIES


BEGINNING COLUMN


ENDING COLUMN

FIELD WIDTH IN BYTES

Applicant Information

Case ID

Unique case identifier

Character

 

1

10

10

Age of Unit Head

3-digit age of head of SNAP unit

Numeric

 

11

13

3

SNAP Unit Information

Unit Size

Number of people covered by the SNAP benefit

Numeric

 

14

15

2

Number of Preschool-Age Children in Unit

Number of people ages 0-4 in the SNAP unit

Numeric

 

16

17

2

Number of School-Age Children in Unit

Number of people ages 5-17 in the SNAP unit

Numeric

 

18

19

2

Number of Adults in Unit

Number of people age 18 or older in the SNAP unit

Numeric

 

20

21

2

Number of Elderly in Unit

Number of people age 60 or older in the SNAP unit

Numeric

 

22

23

2

Unit Income

Gross monthly income of SNAP unit at time of application (no decimal places)

Numeric

 

24

29

6

Child-Only Unit

Child-only SNAP unit, where non-participating adults receive benefits on behalf of children

Character

1=Child-only SNAP unit
2=Adult and child SNAP participants in unit

3=Adult-only SNAP unit

30

30

1

County

County in which the SNAP applicant resides

Character

 

31

60

30

SNAP Interview Information

Community Partner Flag

Interview site type: community partner or SNAP local office conducting the applicant interview

Character

1=Community partner
2=SNAP local office

61

61

1

Community Partner Name

Organization name of the community partner that conducted the interview

Character

 

62

91

30

Language

Language of SNAP applicant interview

Character

1=English
2=Spanish

3=Other

92

95

4

Mode of Interview

Whether the interview took place by phone or in person

Character

1=Telephone

2=In person

96

96

1

Start Date of Interview

Start date of SNAP application interview

Character

MMDDYYYY

97

104

8

End Date of Interview

End date of SNAP application interview

Character

MMDDYYYY

105

112

8

Application Information

Date of Submission

Date of application submission

Character

MMDDYYYY

112

119

8

Submission Medium

Whether application was submitted electronically or by mail

Character

1=Electronic submission
2=Paper submission by mail, fax, or in-person delivery

120

120

1

Expedited

Whether the application was expedited

Character

1=Expedited
2=Not expedited

121

121

1

Eligibility Determination

Outcome of SNAP application: approved or denied

Character

1=Approved
2=Denied

122

122

1

Date of Eligibility Determination

Date application was approved or denied

Character

MMDDYYYY

123

130

8

Reason for Denial

If denied: reason for denial

Character

Codes to be provided by FL (Please send documentation)

131

140

10

Date SNAP Benefits Issued

Date SNAP benefits were issued

Character

MMDDYYYY

141

148

8

Monthly Benefit Amount

Dollar value of monthly benefits (no decimal places-round to nearest whole dollar)

Numeric

(Leave blank for denied cases)

149

152

4





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