## BOLT by Farmlink :zap:

### FAQs: What you need to know about the pilot

:::info
**SUMMARY**
The Product Team is running a pilot, or a live test, of the BOLT platform for the final three weeks of our accelerator contract!

**Hypotheses tested**

1. *The Farmlink Project can make its core operations more efficient by utilizing the matching and management capabilities of the platform.*
- We'll test this by comparing the speed and ease of managing Taylor Farms Salinas facility deliveries through the platform against our standard operations.
- *Proposed to Deals team for Week 2*: For X% (X determined by Deals Team) of new deals sourced each week, compare the speed and ease of managing deliveries through the platform against our standard operations.

2. *The Farmlink Project can collaborate with other organizations working in the food rescue space more easily by running their deliveries on the platform.*
- Barbara Cohen, founder of Food Cowboy, will give direct feedback on the platform to improve functionality and user experience.
- *Proposed ask:* Barbara to run at least 1 load through the platform.

3. *Handling suppliers' rejected loads provides enough in tax deductions to motivate use of the service.*
- Product team will work with the Tax GP to collect all necessary data to calculate available deductions or credits from donation. After the pilot, deduction estimates will be sent to suppliers for feedback on desirability.

**Dates**
- May 10th - May 28th
<br>

**Partners**
- [**Primary Partner**] Taylor Farms: *Maximum 15 loads weekly*
- Dayka and Hackett
- AV Thomas
- Progressive Produce
- JJ United
- MegaWeb
- Grimmway Farms
<br>

**Farmlinkers involved**
- *Product Ops Team* includes anyone working to run the pilot. This includes HOT and Product team members.
:::

**Scroll to the bottom of this page to see the FAQ sheet sent to participating suppliers!**

****

### For Product Ops Team: How to Run a Delivery
> This section reviews protocols for handling a rejected load or other type of upstream surplus during the BOLT pilot.

#### Reporting
Surplus loads will be reported by a supplier over **email**, **call**, or **text**.
* **Email:** BOLT email address pipes directly into `#rejected-loads-experiment`
* **Call / Text:** Receiver should paste all correspondence / transcript into `#rejected-loads-experiment`

:::success
**Important contact information**
* Jack, Pilot Lead: [phone], [e-mail]
* Jordy, Product Lead: [phone], [e-mail]
* BOLT: [e-mail]
:::

#### Handling a Load
> There are three parts to handling a load:
> 1. Surplus Placement
> 2. BOLT data entry & management
> 3. Metrics tracking in Google Forms
>
> HOT team members should do (1) and (2), when BOLT interactions have been specified as part of load placement protocol.
>
> Product team members always do (3), though may complete (1) and (2) when needed.

#### :fire: HOT Teammate Protocol
After a load is posted in Slack, the
HOT teammate protocol is as follows:
1. Claim load in Slack thread (*note: time of claim = time of match start*)
- Confirm that all information present is sufficient for placement
- If more information needed, Jack or Jordy to communicate with supplier through email, call, or text
- If 5 minutes pass without claim, Jack or Jordy to ping channel or claim
2. If applicable, input load information into BOLT (see tan box below).
3. Outreach to place load
4. Once match is found, notify`#rejected-loads-experiment`
:::warning
**Note: this part of the protocol will change DAILY or WEEKLY**

:bangbang: MAY 13 :bangbang:

ENTER FOOD BANKS INTO BOLT.
:::

#### :hot_pepper: Product Team Protocol

##### Per Load:
1. If any additional information about a load is needed from the supplier, a product team member will contact the supplier to obtain this information and then share it in the Slack immediately.
2. Once all information is available in the Slack channel, a product team member will out this form: [Rejected Load Intake](https://docs.google.com/forms/d/1QbhVQ8CX2HNOeWEgz55he1DQneE4DHnKnMkQBDYunRg/edit).
- *This allows the team to aggregate surplus management requests in one location as the Slack gets crowded with communication throghout the duration of the pilot.*
3. Product team members will act as assistants to their HOT teammates while the load is being placed. If no HOT teammate is available, Jordy or Jack will take point on matching the load and handling logistics, following the same protocols as described for HOT members above.

###### Success
1. After a load is placed successfully, Jordy will send a feedback form to the both organizations involved in the delivery to measure the effectiveness, timeliness, and quality of the operations and product. Jordy will manage these forms to ensure that organizations fill them out after each load placed.
- [Supplier Quick Match Survey](https://docs.google.com/forms/d/1e4pw_uVgVeE8oSkrRFkg1IROoGVBE5jeDb5zW8GVU44/edit)
2. Jordy to reach out to food bank that received the load in order to receive feedback in one of the following ways:
- If the food bank manager or worker has time to be interviewed, Jordy to schedule **interview** time (*approximate time to complete is 20 minutes*): [Food Bank Interview Guide](https://docs.google.com/document/d/1jgffwZTiZg5YRJ4OLI0SknKj-C7NPThG4WyxBzm9i5k/edit)
- If food bank is not interested in interview, Jordy to send the following **survey** over text or email (*might also ask these questions over the phone, approximate time to complete is 2 minutes*): [Food Bank Quick Match Survey](https://docs.google.com/forms/d/1xNjcqZKC-79Gjgo-7lFRvpJE5VFThEAXw_LdCGTLpJA/edit?usp=sharing)
3. Enter all delivery information into [Deals Overview](https://docs.google.com/spreadsheets/d/1O37HpSCtM8t2sf73WPv9uOO2br2quLIQA9SgDO483tw/edit?usp=sharing) sheet and [Rejected Loads Pilot Data](https://docs.google.com/spreadsheets/d/1bflYBe96x8-r6_SHEhk768Y2aA_-U_oIFiUGQnFtPAo/edit#gid=0).
4. Follow up with Tax GP members to ensure that all data necessary for deductions or credits is available. If not, obtain information from appropriate organizations.

###### Failure
1. If a load is not placed, or a delivery is not completed, make a document in the [Failed Load Post-Mortems Folder](https://drive.google.com/drive/folders/1q6neoR7Iyf5n5uva9oQqHPuY1sBmjVpk?usp=sharing) in the Google Drive, and describe the situation in detail in the document.

##### Asynchronous with load placement:
1. During the last week of the pilot, Jordy will schedule **interviews** with all participating suppliers for a more extensive interview (*approximate time to complete is 20 minutes*): [Supplier Interview Guide](https://docs.google.com/document/d/1QQUPQvg3pzcm0wtR2dztyFSZgsjTLtX7vT0lsnD6e4k/edit)
2. During the course of the pilot, Jordy will send the following **weekly survey** to supplier partners (*might also ask these questions over the phone, approximate time to complete is 5 minutes*): [Supplier Weekly Survey](https://docs.google.com/forms/d/1V1kGV5boFjdiADwADuX159Afue85eYDVCmTXjdDBOlI/edit).
- *Note: though it would be nice to have this information, we are already asking a lot of our supplier partners, so this can be skipped when deemed appropriate.*

****

### Additional Pilot Materials

- [Pilot Goals, Measurement Strategy, and Metrics](https://docs.google.com/spreadsheets/d/1OtCynFYRj0WKBfexy8zBEellFfwTmbOO5lVtuD3O6m8/edit#gid=0)
- *This document lays out all of the insights we hope to glean during the pilot. All Google Forms, discussion guides, and data collection and tracking materials were designed with these goals in mind.*
- [Food Bank FAQs](https://docs.google.com/document/d/10R13o-zJw7e5SLrIPfjoW5DVK1L1LBnKWNvqyNuoGXI/edit?usp=sharing)
- *This document lays out the information that will be of interest to food banks participating in the pilot.*
- **NOTE:** *Food banks have **not** been notified of their participation in the pilot. After 1 week of placement, product team will send this FAQs sheet in an email (see below) to all food banks in the product database. This waiting period is to test the responsiveness of food banks to receive rejected loads on short notice.*
<br>

****

## Using BOLT :zap:

### Sign In

Participating Product Ops team members will be given admin logins to access the BOLT platform.

### Create a Food Bank
Start by clicking either the "*NEW FOOD BANK*" button in the top right of the screen, or by selecting the green "*Create one*" text if there are no food banks inputted.


You'll next be prompted to enter inforamtion about the food bank with the following screen:


At the moment, the only information necessary to create a valid food bank object is an organization name and a contact. You can associate an address with a food bank by clicking the green "*Add New Address*" button at the bottom of the food bank details form. Other information, including additional contacts and uploaded documents, can be added by clicking on the tabs located to the right of the "*Details*" option at thge top of the form:


Some of the data associated with a food bank is nested. Addresses, for instance, are nested under Details. Another example is Telephone, which can only be added after you select "*Add New Contact*" under the "*Contacts*" tab:


If you have clicked the green "*Create Food Bank*" button at the bottom of the page, but you do not have all of the necessary inforamtion, the page will not advance. Click on the "*Contacts*" tab to double-check that you've entered a contact (remember, this is required data!):


When you have successfully created a food bank, you will see this page:


If you click away from the "*Food Banks*" option in the menu on the left side of the screen, and then click the "*Food Banks*" option again, you will see that the food bank has been added to the database. You may edit or delete the food bank from this screen. Please **DO NOT** approve any inputted food banks (Jordy and Jack will be doing this for now).


That's it! :sparkles:

***

### Providing Feedback and Reporting Bugs :bug:

We have implemented a tool called Usersnap to allow Farmlink admins to provide feedback and report bugs encountered when using BOLT. To enter a report, click the orange "*Feedback*" tab in the bottom right of the screen:


Then, follow the instructions provided on the screen:



Once you click "*Send Feedback*," Farmlink developers will have access to your comment. Please be as descriptive as possible when reporting bugs!

****

### BOLT Pilot FAQ Sheet