KP Northern California Regional Offices – The FruitGuys HealthCase Pilot Snapshot of KP Northern California Regional Offices The FruitGuys HealthCase Pilot Model Distributor Partner The FruitGuys Date of initiation Summer 2008 Growing practices Organic and local Cost $29-31/box Minimum commitment 1 week Highest no. of subscribers 40 Composition Fruit and/or vegetables Service area Oakland Facilities served 2 Background: In the summer of 2008, Kaiser Permanente’s Northern California Regional Offices wanted to find a way to offer fresh fruits and vegetables to their employees, given the lack of a KP farmers’ market nearby. So, in partnership with The FruitGuys, regional Employee Wellness staff developed a special produce box specifically for Kaiser employees, called The FruitGuys HealthCase, to be delivered to the two regional office buildings (1800 Harrison and 1950 Franklin) on a weekly basis. The HealthCase contained 25 servings of organic and locally grown fruits and vegetables and was priced at $29-31 per box. Promotion of the program ran through August 2008, but The FruitGuys has continued to deliver HealthCases to about 20 employees in the two regional offices. Since the pilot program, the program continues to expand to more Kaiser facilities and is testing new methods to increase participation. There are plans to make adjustments to the program and begin promotion in downtown Oakland again in 2009. Operations: The FruitGuys handled most of the day-to-day operations, including managing the website (developed specifically for Kaiser employees), processing orders, sourcing and packaging produce, and delivering boxes to the two office buildings. Kaiser Employee Wellness staff carried out multiple promotion activities, supervised pick-up, and conducted an evaluation at the end of the pilot. Kaiser employees could order and pay for their HealthCase at The FruitGuys website. They could also choose how often they would like to receive their HealthCase (weekly, bi-weekly, or one-time-only). There was no minimum commitment. Each week, The FruitGuys delivered the HealthCases to the buildings’ mail rooms, where a designated KP staff person supervised pick-up. If subscribers failed to pick up their box, then it was given to the mail room staff. Subscriber Recruitment Kaiser Employee Wellness staff held multiple promotion activities throughout the pilot program. At the launch of the pilot, staff raffled off 25 HealthCases per building and offered deals where employees could buy three cases and get one free. On a couple occasions, staff from The FruitGuys came to the regional office buildings, dressed up as bananas, and handed out pieces off fruit and information about the program as employees walked in. Employee Wellness staff marketed the program by posting flyers in the lobbies and elevators and sending e-mails. They promoted the program at KP events, such as workplace safety, the women’s health fair, and various lunch-and-learns. Dr. Preston Maring spoke in person to employees about the program and the importance of eating organic and local food. Lastly, Northern California’s Employee Wellness website advertised this and other food programs at KP and linked to The FruitGuys website. Evaluation Employee Wellness staff conducted an evaluation at the end of the pilot program. There were three different surveys: one for those who subscribed throughout the summer (8 responses), one for those who initially subscribed but stopped at some point (9 responses), and one for those who were interested in the program but never subscribed (52 responses). The main themes from the survey responses were: the boxes contained too much produce; it cost too much; the box was difficult to transport; and, it was inconvenient to pick up their box in the mail room. Key Learnings Subscribers want a choice of smaller and cheaper boxes, as well as a more convenient pick-up system such as desk delivery. Promotion and marketing must be continual, but proves difficult given corporate policies on emails and flyers. One way to overcome this is to ask interested employees to sign up for more information at tabling events. This creates a separate distribution list which can be used more frequently than office-wide send-alls. Delivery and pick-up was located in the mail rooms due to concerns that the produce will attract pests. However, boxes that were left in the mail room overnight did not attract pests and this did not become a problem. (Desk delivery has been a feature in the subsequent expansion of the Health Case Program to other KP buildings, e.g. the Ordway). The FruitGuys Organic Produce Program Implementation Guide The purpose of this guide is to provide a framework for implementing The FruitGuys Organic Produce Delivery model at a Kaiser Permanente Regional Building. This guide is written for the Local Program Coordinator who will be implementing, maintaining and evaluating this program. Program Goals and Objectives Distribute locally grown organic produce to employees on a weekly basis Improve healthy food options for employees by making the healthy choice the easy choice Roles and Responsibilities Local Coordinator Responsible for implementation, ongoing maintenance and evaluation of the program Employee Wellness Liaison with The FruitGuys for region-wide process oversight and website functionality Consult with the local program coordinator to implement program at the facility Facility Manager and Materials Manager Communicate program to mail room staff, building operations and security Determine recycling options for the HealthCases Local Distribution Contact/Mail Room Staff Distribute the HealthCases each week The FruitGuys Responsible for delivery of the HealthCases Manages delivery drivers Manages website and phone orders Contacts employee who have not picked up their HealthCases on the 2nd day after delivery Main contact for subscriber questions, comments or complaints Facility Distribution Options The FruitGuys offer two convenient methods of delivery. Consult with the Employee Wellness Department, Building Operation Leaders and Facility Management when considering the best option for your facility. Option #1: Department Delivery The FruitGuys are willing to deliver the HealthCase directly to the employee department or workstation. This is the ideal model of delivery for the program. Consider the following when deciding on department delivery: Is there parking available for the delivery truck on produce delivery day (Thursdays)? What vendor security clearance is required at your facility? (i.e., water delivery vendor) Who are the main and alternate facility contacts for department delivery and undeliverable boxes? Option #2: Mailroom Delivery Please note that The FruitGuys will not able to provide a staff person to distribute the HealthCases in the mailroom. Consider the following when deciding on mail room delivery: Does your facility support a mailroom staff in the mail room? Is there a staff member present on Thursdays to distribute the HealthCase? What time does the mail room close for lunch? Is there a secured space to store the HealthCases to prevent theft? 2/9/2009 – DRAFT – Serena Bustamante, Employee Wellness Promotional Strategy The Employee Wellness Department has developed promotional strategies customizable templates for you to implement The FruitGuys program at your facility. Table Event Plan a table event at your facility to tell employees about The FruitGuys HealthCase. Promotional flyers and a raffle for a free HealthCase will help spread the word to employees. Cooking Demo Provide a cooking demonstration to introduce employees to easy ways to prepare their locally grown organic produce. Lunch and Learn Invite Employee Wellness to come to your facility to give a short presentation about The Presentation FruitGuys program and the importance of eating locally grown organic produce. Fruit Distribution Give a free piece of fruit to employees as they arrive to work in the morning or leave a small basket of fruit in the employee break room. Provide a flyer with The FruitGuys order website and phone number so employees will know how to place an order. Spread the Word Sample e-mails and customizable flyers make following methods easy to spread the word about The FruitGuys in your facility. Leadership e-mail – Get leaders involved by asking them to be a spokesperson for the program. Send-all e-mail – Capture employee attention at their computer by sending a Send-all or facility e-mail to announce the launch of your program. Promotional Flyers – Post flyers or posters in your facility lobby, break room, department information board or near the elevator. PowerPoint Presentation – E-mail The FruitGuys PowerPoint presentation to employees to let them know about the program. Also, encourage Wellness Champions to show the presentation at their department staff meeting. Evaluation An evaluation will provide feedback regarding the programs strengths and weaknesses, whether the goals were achieved, and the level of satisfaction of participants in the program. The Employee Wellness Department is available to assist with the evaluation process and has developed a pre-participation survey and a post- participation evaluation template to evaluate the success of the program at your facility. Pre-Participation Survey The pre-participation survey provides baseline, or "before", data to use in comparison with the post- participation evaluation data collected after implementing your program. This data should be collected prior to the start of the program. Post-Participation Evaluation The post-participation evaluation will help determine the level of satisfaction of your participants. This data should be collected upon completion of the program and/or at a specified time frame during the program, i.e., every 6 months or annually. Attachments Workflow Sample – Mailroom Workflow Sample – Department Delivery Post-Participation Evaluation Template Promotional Material o Elevator Flyer o Poster o Raffle Ticket o PowerPoint Presentation 2/9/2009 – DRAFT – Serena Bustamante, Employee Wellness The FruitGuys HealthCase Mailroom Delivery Workflow Sample 1. Subscribers will purchase their HealthCase from The FruitGuys online or by phone. 2. The FruitGuys will email all KP subscribers on Monday and again on Wednesday giving them notice about the upcoming delivery. This gives KP subscribers an opportunity to cancel if they don’t want a delivery that week. 3. Deliveries will be made to the mailroom at 1800 Harrison every Thursday by 11am. The mail room staff will keep the boxes in a secured location to prevent theft. 4. The FruitGuys will provide the mail room staff with a list of subscribers that should receive a HealthCase box. KP subscribers will show their employee badge to KP mail room staff to verify their identity when they pick up their box. 5. The FruitGuys truck driver will park in the loading dock and bring the delivery to the mail room. 6. Subscribers are responsible for picking up their box in the mailroom Thursdays between 11am- noon, or in the afternoon between 1-4pm. 7. Subscribers may recycle their HealthCase boxes in their home recycling bin or they can drop off their empty HealthCase in the FruitGuys recycling bin located in the 1800 Harrison Street Garage. 8. The FruitGuys will follow up on Friday morning regarding any boxes that have not picked up. If there are remaining HealthCase boxes not picked up by 4:30 pm on Friday, the employee has forfeited their box. The mail room staff will distribute any remaining cases at their discretion to other KP employees. 9. If a customer has any questions or concerns, please direct them to Bridget at The FruitGuys at (877) 378-4863. FruitGuys Contact Information For questions or problems firstname.lastname@example.org (650) 246-3780 – direct line Bridget Meigs (877) 378-4863 – main number website: www.thefruitguys.com FruitGuys Truck Drivers Vic or Prasong Khammoungkhone Kaiser Permanente Contact Information 1800 Harrison Mailroom Tim.email@example.com (510) 625-7127 Tim Moore Steven L. Henry Torrey Smith Employee Wellness Carol Akiyama firstname.lastname@example.org (510) 368-3016 Wellness Consultant Michelle Hatzis email@example.com (510) 851-3139 Sr. Manager 2/9/2009 – DRAFT, Serena Bustamante, Employee Wellness The FruitGuys HealthCase Department Delivery Workflow Sample 1. Subscribers will purchase their HealthCase from The FruitGuys online or by phone. 2. The FruitGuys will email all KP subscribers on Monday and again on Wednesday giving them notice about the upcoming delivery. This gives KP subscribers an opportunity to cancel if they don’t want a delivery that week. 3. The FruitGuys will deliver HealthCases to the departments every Thursday after 11:30am. 4. Subscribers may recycle their HealthCase boxes in their home recycling bin or they can drop off their empty HealthCase in the FruitGuys recycling bin located in the 1800 Harrison Street Garage. 5. If a customer has any questions or concerns, please direct them to Bridget at The FruitGuys at (877) 378-4863. FruitGuys Contact Information For questions or problems firstname.lastname@example.org (650) 246-3780 – direct line Bridget Meigs (877) 378-4863 – main number website: www.thefruitguys.com FruitGuys Truck Drivers Vic or Prasong Khammoungkhone Kaiser Permanente Contact Information Facility Management Tim.email@example.com (510) 625-7127 Tim Moore Steven L. Henry Torrey Smith Employee Wellness Carol Akiyama firstname.lastname@example.org (510) 368-3016 Wellness Consultant Michelle Hatzis email@example.com (510) 851-3139 Senior Manager 2/9/2009 – DRAFT, Serena Bustamante, Employee Wellness The FruitGuys Survey Thank you for taking a moment to complete the following survey about The FruitGuys HealthCase. This is a pilot project and the information that you provide is critical to helping us provide the best possible program. We appreciate your participation! The FruitGuys Survey 1. Please rate your overall satisfaction with The FruitGuys HealthCase: l m n j k Excellent k l m n j Very Good n j m k l Good n m j l k Average m l k j n Poor 2. How would you rate the: Too much Too little Just right Quantity l m n j k k l j n m m n j l k Variety l m n j k k l j n m m n j l k Price k l m n j l m k j n l m n k j Quality l m n j k k l j n m m n j l k 3. How important were each of the following factors in your decision to participate in The FruitGuys program? Very important Important Not important Want to eat healthier k l m n j l m k j n l m n k j Want to support local k l m n j k l m n j k l m n j farmers Like the convenience of k l m n j k l m n j k l m n j getting produce delivered to my workplace Price seemed reasonable k l m n j k l m n j k l m n j compared to other organic produce Other (please specify) 4. How important is it to you to eat fruits and vegetables as a part of your daily routine? k l m n j Very important m n j k l Somewhat important m n j l k Not at all important 5. How many days a week do you currently eat fruits and vegetables? k l m n j 0 m n j k l 1 m j k l n 2 n j m k l 3 j l k n m 4 k j m n l 5 m n l k j 6 l k j m n 7 6. How many servings of fruits and vegetables do you eat per day? A Serving size is equivalent to 1 medium-size fruit, 1 cup fruit, 1 cup 100% fruit juice, 1 cup cooked vegetables, 1 cup vegetable juice, or 2 cups raw, leafy greens. k l m n j 0 l m n j k 1-2 l m n j k 3-5 k l m n j 6-8 l m n j k 9-10 l m n j k 11 or more 7. How confident are you that you can consistently eat fruits and vegetables as a part of your daily routine? l m n j k Very Confident l m n j k Somewhat Confident m n j l k Not at all Confident 8. How many weeks have you particpated in The FruitGuys HealthCase? Number of Weeks 9. As a result of participating in The FruitGuys HealthCase: (Check all that apply) e f g c d I regularly eat more fruits and vegetables d e f g c I eat healthier e f g c d My family eats healthier d e f g c I shop more frequently at a local farmers market e f g c d I buy locally grown food when available in stores d e f g c I bring/suggest healthier options at work-related gatherings (potlucks, lunch meetings, picnics) d e f g c None of the Above Other (please specify) 10. Would you like to see The FruitGuys HealthCase Program continue? k l m n j Yes m n j k l No m n j l k Not Sure 11. Comments/Suggestions Click here to visit The FruitGuys web site today! Thank you for participating! The FruitGuys You can contact The FruitGuys at firstname.lastname@example.org Unsubscribe here to opt out of future emails from The FruitGuys.
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