Overview
We partnered with the Toyota Mobility Foundation and the IMPACT Center to improve how a busy food pantry manages inventory and volunteers. By combining a color-coded shelving system with a simple digital platform we helped bring clarity to chaos. Our efforts resulted in less guesswork, smoother workflows, and more time to focus on what matters most: serving the community.
Impact
53%
Increase in volunteer task coordination efficiency
70%
Improvement in the searchability of inventory items
My Role
Drove research and strategy, collaborated with pantry staff to uncover pain points, and delivered solutions through wireframes, prototypes, and a design system.
Team
Led UX direction with 2 UI/UX Designers and 1 Product Designer.
Timeline
8 Months
The Problem
The Problem
The IMPACT Center at Greenwood, Indianapolis has experienced a significant increase in footfall, with post-pandemic food needs surging from 20% to 31% in Marion County.
Struggling to meet the demands of over 400 families each month, the center faces challenges in serving clients effectively while managing resources efficiently.
The IMPACT Center at Greenwood, Indianapolis has experienced a significant increase in footfall, with post-pandemic food needs surging from 20% to 31% in Marion County.
Struggling to meet the demands of over 400 families each month, the center faces challenges in serving clients effectively while managing resources efficiently.
31%
31%
Marion County residents need food assistance.
Marion County residents need food assistance.
40%
40%
Food-insecure residents are missing meals.
Food-insecure residents are missing meals.
Stakeholders
Stakeholders
During the pandemic, Toyota Mobility Foundation set out to explore autonomous food delivery in Indianapolis. But they soon realized the real challenges were inside the food pantries, not on the road, shifting their focus to improving operations at places like the IMPACT Center.
During the pandemic, Toyota Mobility Foundation set out to explore autonomous food delivery in Indianapolis. But they soon realized the real challenges were inside the food pantries, not on the road, shifting their focus to improving operations at places like the IMPACT Center.
Toyota Mobility Foundation
Toyota Mobility Foundation
The catalyst behind the project, TMF brought their expertise in logistics and mobility to explore how food distribution could be made more efficient, starting with a deeper look inside pantry operations.
The catalyst behind the project, TMF brought their expertise in logistics and mobility to explore how food distribution could be made more efficient, starting with a deeper look inside pantry operations.
Impact Center
Impact Center
A ministry of Mount Pleasant Christian Church, the IMPACT Center is at the heart of this effort. It serves hundreds of families each month, coordinating donations, overseeing distribution, and offering support.
A ministry of Mount Pleasant Christian Church, the IMPACT Center is at the heart of this effort. It serves hundreds of families each month, coordinating donations, overseeing distribution, and offering support.
Center Administrators
Center Administrators
Behind the scenes, administrators handle scheduling, manage incoming donations, assign tasks, and make sure the whole system stays on track day after day.
Behind the scenes, administrators handle scheduling, manage incoming donations, assign tasks, and make sure the whole system stays on track day after day.
Volunteers
Volunteers
The hands and feet of the pantry, volunteers stock shelves, guide clients, and keep daily operations running smoothly. Their experience and feedback were vital in shaping the solution.
The hands and feet of the pantry, volunteers stock shelves, guide clients, and keep daily operations running smoothly. Their experience and feedback were vital in shaping the solution.
Research Overview
1.1 Initial Visit
We began by spending time on-site at the IMPACT Center, getting a firsthand look at how things really work behind the scenes. Through shadowing and observation, we saw volunteers constantly needing help, tasks being relayed verbally, and inventory tracked on a whiteboard.
These informal systems not only slowed things down but also put a lot of pressure on one person: Jason, the warehouse manager.
We began by spending time on-site at the IMPACT Center, getting a firsthand look at how things really work behind the scenes. Through shadowing and observation, we saw volunteers constantly needing help, tasks being relayed verbally, and inventory tracked on a whiteboard.
These informal systems not only slowed things down but also put a lot of pressure on one person: Jason, the warehouse manager.
1.2 Initial Visit
It became clear that the real challenges weren’t about people not wanting to help, it was that the makeshift processes weren’t supporting them. New volunteers often needed multiple clarifications just to get started, and without a structured system, things quickly became chaotic.
We knew then that to make a real difference, we had to focus on creating clarity in task flow and inventory tracking.
2.1 Competitive Analysis
To understand what already existed in the space, we looked into platforms like SmartChoice and PantrySoft.
While these tools offered powerful features like spoilage alerts and detailed inventory tracking, they were clearly built for larger operations with more resources and staff.
2.2 Competitive Analysis
For a community-driven pantry like IMPACT, the high cost and complexity of these systems were more of a barrier than a benefit.
Our biggest takeaway? The real need wasn’t for more features, it was for something simple, affordable, and built to support, not replace, the way they already work.
3.1 Desk Research
To ground our understanding, we dove into over 10 academic papers and industry reports on food pantry logistics, inventory control, and digital tools.
Across the board, one thing was clear: poor inventory systems create waste, confusion, and burnout, especially in resource-constrained environments like food pantries.
3.2 Desk Research
We also learned that while digital solutions exist, many are too complex or costly for small teams.
What’s needed are tools that are simple, scalable, and built to actually support day-to-day realities on the ground.
4.1 Interview
We sat down with Jason, the inventory coordinator, to better understand what was really happening behind the scenes.
He confirmed much of what we’d observed, volunteers needed more structure, tracking was inconsistent, and most processes relied too heavily on memory and informal systems.
4.2 Interview
Jason also helped us identify opportunities that would make the most impact: a simple way to train volunteers, better visibility into stock flow, and some way, any way, to measure the pantry’s impact.
His insights became the foundation for how we framed our solution.
5.1 Survey
To understand the volunteer experience, we ran a survey that quickly revealed recurring issues: unclear instructions, disorganized storage, and a lack of training.
Many volunteers struggled to locate items and complete tasks without help.
5.2 Survey
What stood out most? Nearly 78% said it was hard to find items, and half said they needed support to finish restocking.
Volunteers weren’t just asking for better tools, they were asking for clarity, structure, and independence.
Key Research Insights
Key Research Insights
Key Research Insights
Affinity Mapping
Affinity Mapping
Affinity Mapping
To make sense of all the qualitative data we had gathered, we turned to affinity mapping. As a team, we sorted through sticky notes filled with insights from interviews, shadowing, and surveys, grouping them by patterns and themes.
To make sense of all the qualitative data we had gathered, we turned to affinity mapping. As a team, we sorted through sticky notes filled with insights from interviews, shadowing, and surveys, grouping them by patterns and themes.
To make sense of all the qualitative data we had gathered, we turned to affinity mapping. As a team, we sorted through sticky notes filled with insights from interviews, shadowing, and surveys, grouping them by patterns and themes.
01
01
01
Overreliance on a single person for inventory knowledge.
Overreliance on a single person for inventory knowledge.
Overreliance on a single person for inventory knowledge.
02
02
02
Lack of clarity around volunteer tasks.
Lack of clarity around volunteer tasks.
Lack of clarity around volunteer tasks.
03
03
03
Difficulty locating items in the warehouse.
Difficulty locating items in the warehouse.
Difficulty locating items in the warehouse.
Constraints
01
Technical Unfamiliarity
Many volunteers were older adults with limited tech exposure. We had to prioritize simplicity and ease of use to support smooth onboarding and independent workflows.
02
Budget Limitations
As a nonprofit, the pantry required affordable and sustainable solutions. Every idea had to be functional, low-cost, and long-lasting.
03
Limited Infrastructure
The pantry operated without a dedicated tech setup or reliable internet in key areas, needing our solution to be lightweight, offline-friendly, and hardware-conscious.
04
Undefined Scope
With no predefined boundaries or deliverables, our team had to shape the project’s direction, priorities, and outcomes from scratch.
Problem Statement
How might we design a system that simplifies inventory management and tracking and improves volunteer task coordination at the IMPACT Center, enabling more efficient resource management and reducing reliance on specific individuals?
User Persona
Jason Bratina
52 years old
"I just want something that helps us run smoother, without turning this into a full-time IT job."
Background
Jason has managed the pantry for years, handling everything from stock to volunteers.
While deeply experienced, he relies on memory, whiteboards, and verbal updates to keep things running.
Needs
A simple system that doesn’t overwhelm.
Clear visibility into stock movement.
A way to coordinate volunteers without repeated clarifications.
Frustrations
Overreliance on him for basic information.
No clear way to track impact
Volunteers often need multiple clarifications for tasks.
Proposed Solutions
Proposed Solutions
Proposed Solutions
Optimized Pantry Organization
Optimized Pantry Organization
Optimized Pantry Organization
We proposed reorganizing the pantry layout using a color-coded shelving system paired with clear labeling. This approach is intended to make item identification and retrieval faster and easier for volunteers.
By reducing search time and minimizing confusion, it would support a smoother workflow and lessen the daily operational burden on staff.
We proposed reorganizing the pantry layout using a color-coded shelving system paired with clear labeling. This approach is intended to make item identification and retrieval faster and easier for volunteers.
By reducing search time and minimizing confusion, it would support a smoother workflow and lessen the daily operational burden on staff.
We proposed reorganizing the pantry layout using a color-coded shelving system paired with clear labeling. This approach is intended to make item identification and retrieval faster and easier for volunteers.
By reducing search time and minimizing confusion, it would support a smoother workflow and lessen the daily operational burden on staff.
ImpactSync: An Integrated Digital Platform
ImpactSync: An Integrated Digital Platform
ImpactSync: An Integrated Digital Platform
We recommended deploying ImpactSync, a kiosk-based tool that we designed to streamline daily pantry operations. It would centralize inventory and volunteer task management, enabling check-ins, assignments, updates, and stock tracking.
Simple and intuitive, it would reduce reliance on verbal coordination and boost volunteer confidence.
We recommended deploying ImpactSync, a kiosk-based tool that we designed to streamline daily pantry operations. It would centralize inventory and volunteer task management, enabling check-ins, assignments, updates, and stock tracking.
Simple and intuitive, it would reduce reliance on verbal coordination and boost volunteer confidence.
We recommended deploying ImpactSync, a kiosk-based tool that we designed to streamline daily pantry operations. It would centralize inventory and volunteer task management, enabling check-ins, assignments, updates, and stock tracking.
Simple and intuitive, it would reduce reliance on verbal coordination and boost volunteer confidence.
Concept Validation
Concept Validation
Concept Validation
On-site review with the IMPACT center team
On-site review with the IMPACT center team
On-site review with the IMPACT center team
Approach
Approach
Approach
We returned to the pantry to walk Jason and the team through our initial concept. This session focused on getting feedback and grounding our ideas in the pantry’s everyday reality. One of the main goals was to understand how inventory should be grouped. So, we conducted a card sorting activity with Jason to validate our proposed categories and see which items naturally fit together. The system of broad categories was well received, and through the process, an additional category also emerged as essential.
We returned to the pantry to walk Jason and the team through our initial concept. This session focused on getting feedback and grounding our ideas in the pantry’s everyday reality. One of the main goals was to understand how inventory should be grouped. So, we conducted a card sorting activity with Jason to validate our proposed categories and see which items naturally fit together. The system of broad categories was well received, and through the process, an additional category also emerged as essential.
We returned to the pantry to walk Jason and the team through our initial concept. This session focused on getting feedback and grounding our ideas in the pantry’s everyday reality. One of the main goals was to understand how inventory should be grouped. So, we conducted a card sorting activity with Jason to validate our proposed categories and see which items naturally fit together. The system of broad categories was well received, and through the process, an additional category also emerged as essential.
Key Takeaways
Key Takeaways
Key Takeaways
“Date received” tracking was more practical than expiration dates.
Keeping system complexity to a minimum was essential for volunteer usability.
Jason believed the tool could reduce reliance on memory, paper, and verbal instructions.
“Date received” tracking was more practical than expiration dates.
Keeping system complexity to a minimum was essential for volunteer usability.
Jason believed the tool could reduce reliance on memory, paper, and verbal instructions.
“Date received” tracking was more practical than expiration dates.
Keeping system complexity to a minimum was essential for volunteer usability.
Jason believed the tool could reduce reliance on memory, paper, and verbal instructions.
Expert review with Toyota Production System leadership
Expert review with Toyota Production System leadership
Expert review with Toyota Production System leadership
Approach
Approach
Approach
We presented our research, problem framing, and early concepts to Jamie Bonini, President of the Toyota Production System Support Center (TSSC). With his deep expertise in process improvement, he helped us assess the feasibility of our solution through the lens of operational efficiency and sustainability.
We presented our research, problem framing, and early concepts to Jamie Bonini, President of the Toyota Production System Support Center (TSSC). With his deep expertise in process improvement, he helped us assess the feasibility of our solution through the lens of operational efficiency and sustainability.
We presented our research, problem framing, and early concepts to Jamie Bonini, President of the Toyota Production System Support Center (TSSC). With his deep expertise in process improvement, he helped us assess the feasibility of our solution through the lens of operational efficiency and sustainability.
Key Takeaways
Key Takeaways
Key Takeaways
Our framing of the core problem areas was validated.
Jamie emphasized the need for measurable outcomes and baseline metrics.
He advocated for continuous refinement through stakeholder testing.
Lean thinking aligned well with our focus on simplicity and adaptability.
Our framing of the core problem areas was validated.
Jamie emphasized the need for measurable outcomes and baseline metrics.
He advocated for continuous refinement through stakeholder testing.
Lean thinking aligned well with our focus on simplicity and adaptability.
Our framing of the core problem areas was validated.
Jamie emphasized the need for measurable outcomes and baseline metrics.
He advocated for continuous refinement through stakeholder testing.
Lean thinking aligned well with our focus on simplicity and adaptability.
Success Metric
To measure the effectiveness of our solution, we identified a key baseline: inventory search time without assistance.
One of our team members was asked to locate 11 items in the warehouse using the existing setup. It took them 14 minutes and 12 seconds, highlighting inefficiencies in the current organization system.
We then reorganized two shelves using a structured categorization system we designed. A different team member repeated the task with a new 11-item list and completed it in just 4 minutes and 8 seconds.
This over 70% reduction in search time demonstrated the measurable impact of our intervention and validated the success of our approach.
Storyboard
Error State: The Challenges of an Unstructured System
Recovery State: A Structured & Efficient System
Information Architecture
We brainstormed on an information architecture to figure out how the information will be laid out in the digital platform.
Initial Sketches
Paper Prototypes
Low Fidelity Wireframes
Initial High-Fidelity Screens
Usability Testing & Iteration
Usability Testing & Iteration
Usability Testing & Iteration
We conducted two rounds of usability evaluation: a Think-Aloud study and a System Usability Scale (SUS) test. Participants ranged in age from 50–78 with varying tech comfort levels, making inclusivity a key design challenge.
We conducted two rounds of usability evaluation: a Think-Aloud study and a System Usability Scale (SUS) test. Participants ranged in age from 50–78 with varying tech comfort levels, making inclusivity a key design challenge.
We conducted two rounds of usability evaluation: a Think-Aloud study and a System Usability Scale (SUS) test. Participants ranged in age from 50–78 with varying tech comfort levels, making inclusivity a key design challenge.
Key Findings
Key Findings
Key Findings
Dropdowns and repeated data entry caused friction, especially for older users.
Volunteers preferred free-form task inputs over rigid fields.
Accessibility issues (small touch targets, low contrast) surfaced during real-world task flow.
SUS yielded an average score of 71.7 (“Good”), with users citing clarity and confidence navigating core flows.
Dropdowns and repeated data entry caused friction, especially for older users.
Volunteers preferred free-form task inputs over rigid fields.
Accessibility issues (small touch targets, low contrast) surfaced during real-world task flow.
SUS yielded an average score of 71.7 (“Good”), with users citing clarity and confidence navigating core flows.
Dropdowns and repeated data entry caused friction, especially for older users.
Volunteers preferred free-form task inputs over rigid fields.
Accessibility issues (small touch targets, low contrast) surfaced during real-world task flow.
SUS yielded an average score of 71.7 (“Good”), with users citing clarity and confidence navigating core flows.
Refinements Included
Refinements Included
Refinements Included
Swapping dropdowns with toggles/autocomplete.
Simplifying onboarding with step-wise forms and progress bars.
Adding an Accessibility Mode with larger buttons and better contrast.
Allowing multi-volunteer assignments and flexible task descriptions.
Swapping dropdowns with toggles/autocomplete.
Simplifying onboarding with step-wise forms and progress bars.
Adding an Accessibility Mode with larger buttons and better contrast.
Allowing multi-volunteer assignments and flexible task descriptions.
Swapping dropdowns with toggles/autocomplete.
Simplifying onboarding with step-wise forms and progress bars.
Adding an Accessibility Mode with larger buttons and better contrast.
Allowing multi-volunteer assignments and flexible task descriptions.
Conclusion
This project demonstrated the power of human-centered design in addressing real-world challenges at the IMPACT pantry. By combining a physical categorization system with a streamlined digital platform, we significantly improved inventory visibility and task coordination—reducing item search time by 70% and increasing volunteer autonomy. Usability testing confirmed strong engagement across all age groups, with a SUS score of 71.7.
Looking ahead, we envision refining the system with multilingual support, offline capabilities, and real-world deployment to ensure broader accessibility and long-term adaptability in diverse pantry settin
Final Prototypes
Final Prototypes
Final Prototypes
Admin Dashboard
Admin Dashboard
Admin Dashboard
Register New Volunteer
Register New Volunteer
Register New Volunteer
Volunteer Task Management
Volunteer Task Management
Volunteer Task Management
Admin Dashboard
Designing for Grassroots Impact
A people-first approach to streamline operations and support volunteers in a bustling food pantry
Overview
Overview
Overview
We partnered with the Toyota Mobility Foundation and the IMPACT Center to improve how a busy food pantry manages inventory and volunteers. By combining a color-coded shelving system with a simple digital platform we helped bring clarity to chaos. Our efforts resulted in less guesswork, smoother workflows, and more time to focus on what matters most: serving the community.
We partnered with the Toyota Mobility Foundation and the IMPACT Center to improve how a busy food pantry manages inventory and volunteers. By combining a color-coded shelving system with a simple digital platform we helped bring clarity to chaos. Our efforts resulted in less guesswork, smoother workflows, and more time to focus on what matters most: serving the community.
We partnered with the Toyota Mobility Foundation and the IMPACT Center to improve how a busy food pantry manages inventory and volunteers. By combining a color-coded shelving system with a simple digital platform we helped bring clarity to chaos. Our efforts resulted in less guesswork, smoother workflows, and more time to focus on what matters most: serving the community.
Impact
Impact
Impact
53%
53%
53%
Increase in volunteer task coordination efficiency
Increase in volunteer task coordination efficiency
Increase in volunteer task coordination efficiency
70%
70%
70%
Improvement in the searchability of inventory items
Improvement in the searchability of inventory items
Improvement in the searchability of inventory items
My Role
My Role
My Role
Drove research and strategy, collaborated with pantry staff to uncover pain points, and delivered solutions through wireframes, prototypes, and a design system.
Drove research and strategy, collaborated with pantry staff to uncover pain points, and delivered solutions through wireframes, prototypes, and a design system.
Drove research and strategy, collaborated with pantry staff to uncover pain points, and delivered solutions through wireframes, prototypes, and a design system.
Team
Team
Team
Led UX direction with 2 UI/UX Designers and 1 Product Designer.
Led UX direction with 2 UI/UX Designers and 1 Product Designer.
Led UX direction with 2 UI/UX Designers and 1 Product Designer.
Timeline
Timeline
Timeline
8 Months
8 Months
8 Months
Client Feedback
Client Feedback
“This system would greatly benefit us especially in organizing volunteers, tasks. and helping volunteers locate products in our warehouse. The team have been very engaged in everything we are doing here at the IMPACT Center.
They have seen all aspects of our process and have completely incorporated that into a system that I feel could genuinely help how things are done around our facility. The team have been a pleasure to work with.”
— Jason, IMPACT Center Warehouse Coordinator
“This system would greatly benefit us especially in organizing volunteers, tasks. and helping volunteers locate products in our warehouse. The team have been very engaged in everything we are doing here at the IMPACT Center.
They have seen all aspects of our process and have completely incorporated that into a system that I feel could genuinely help how things are done around our facility. The team have been a pleasure to work with.”
— Jason, IMPACT Center Warehouse Coordinator
Stakeholders
During the pandemic, Toyota Mobility Foundation set out to explore autonomous food delivery in Indianapolis. But they soon realized the real challenges were inside the food pantries, not on the road, shifting their focus to improving operations at places like the IMPACT Center.
Toyota Mobility Foundation
The catalyst behind the project, TMF brought their expertise in logistics and mobility to explore how food distribution could be made more efficient, starting with a deeper look inside pantry operations.
Impact Center
A ministry of Mount Pleasant Christian Church, the IMPACT Center is at the heart of this effort. It serves hundreds of families each month, coordinating donations, overseeing distribution, and offering support.
Center Administrators
Behind the scenes, administrators handle scheduling, manage incoming donations, assign tasks, and make sure the whole system stays on track day after day.
Volunteers
The hands and feet of the pantry, volunteers stock shelves, guide clients, and keep daily operations running smoothly. Their experience and feedback were vital in shaping the solution.
Stakeholders
During the pandemic, Toyota Mobility Foundation set out to explore autonomous food delivery in Indianapolis. But they soon realized the real challenges were inside the food pantries, not on the road, shifting their focus to improving operations at places like the IMPACT Center.
Concept Validation
On-site review with the IMPACT center team
Approach
We returned to the pantry to walk Jason and the team through our initial concept. This session focused on getting feedback and grounding our ideas in the pantry’s everyday reality. One of the main goals was to understand how inventory should be grouped. So, we conducted a card sorting activity with Jason to validate our proposed categories and see which items naturally fit together. The system of broad categories was well received, and through the process, an additional category also emerged as essential.
Key Takeaways
“Date received” tracking was more practical than expiration dates.
Keeping system complexity to a minimum was essential for volunteer usability.
Jason believed the tool could reduce reliance on memory, paper, and verbal instructions.
Key Takeaways
“Date received” tracking was more practical than expiration dates.
Keeping system complexity to a minimum was essential for volunteer usability.
Jason believed the tool could reduce reliance on memory, paper, and verbal instructions.
Expert review with Toyota Production System leadership
Approach
We presented our research, problem framing, and early concepts to Jamie Bonini, President of the Toyota Production System Support Center (TSSC). With his deep expertise in process improvement, he helped us assess the feasibility of our solution through the lens of operational efficiency and sustainability.
Key Takeaways
Our framing of the core problem areas was validated.
Jamie emphasized the need for measurable outcomes and baseline metrics.
He advocated for continuous refinement through stakeholder testing.
Lean thinking aligned well with our focus on simplicity and adaptability.
Key Takeaways
Our framing of the core problem areas was validated.
Jamie emphasized the need for measurable outcomes and baseline metrics.
He advocated for continuous refinement through stakeholder testing.
Lean thinking aligned well with our focus on simplicity and adaptability.
Key Research Insights
Affinity Mapping
To make sense of all the qualitative data we had gathered, we turned to affinity mapping.
As a team, we sorted through sticky notes filled with insights from interviews, shadowing, and surveys, grouping them by patterns and themes.
01
Overreliance on a single person for inventory knowledge.
02
Lack of clarity around volunteer tasks.
03
Difficulty locating items in the warehouse.
Janhvi
Get in touch!
Open to chat & collaborate.
Conclusion
This project demonstrated the power of human-centered design in addressing real-world challenges at the IMPACT pantry. By combining a physical categorization system with a streamlined digital platform, we significantly improved inventory visibility and task coordination—reducing item search time by 70% and increasing volunteer autonomy. Usability testing confirmed strong engagement across all age groups, with a SUS score of 71.7.
Looking ahead, we envision refining the system with multilingual support, offline capabilities, and real-world deployment to ensure broader accessibility and long-term adaptability in diverse pantry settin
Conclusion
This project demonstrated the power of human-centered design in addressing real-world challenges at the IMPACT pantry. By combining a physical categorization system with a streamlined digital platform, we significantly improved inventory visibility and task coordination—reducing item search time by 70% and increasing volunteer autonomy. Usability testing confirmed strong engagement across all age groups, with a SUS score of 71.7.
Looking ahead, we envision refining the system with multilingual support, offline capabilities, and real-world deployment to ensure broader accessibility and long-term adaptability in diverse pantry settin
Usability Testing & Iteration
We conducted two rounds of usability evaluation: a Think-Aloud study and a System Usability Scale (SUS) test. Participants ranged in age from 50–78 with varying tech comfort levels, making inclusivity a key design challenge.
Key Findings
Dropdowns and repeated data entry caused friction, especially for older users.
Volunteers preferred free-form task inputs over rigid fields.
Accessibility issues (small touch targets, low contrast) surfaced during real-world task flow.
SUS yielded an average score of 71.7 (“Good”), with users citing clarity and confidence navigating core flows.
Refinements Included
Swapping dropdowns with toggles/autocomplete.
Simplifying onboarding with step-wise forms and progress bars.
Adding an Accessibility Mode with larger buttons and better contrast.
Allowing multi-volunteer assignments and flexible task descriptions.
Initial High-Fidelity Screens
Storyboard
Error State: The Challenges of an Unstructured System
Recovery State: A Structured & Efficient System
Success Metric
To measure the effectiveness of our solution, we identified a key baseline: inventory search time without assistance.
One of our team members was asked to locate 11 items in the warehouse using the existing setup. It took them 14 minutes and 12 seconds, highlighting inefficiencies in the current organization system.
We then reorganized two shelves using a structured categorization system we designed. A different team member repeated the task with a new 11-item list and completed it in just 4 minutes and 8 seconds.
This over 70% reduction in search time demonstrated the measurable impact of our intervention and validated the success of our approach.
The Problem
The IMPACT Center at Greenwood, Indianapolis has experienced a significant increase in footfall, with post-pandemic food needs surging from 20% to 31% in Marion County.
Struggling to meet the demands of over 400 families each month, the center faces challenges in serving clients effectively while managing resources efficiently.
31%
Marion County residents need food assistance.
40%
Food-insecure residents are missing meals.
Research Overview
1.1 Initial Visit
We began by spending time on-site at the IMPACT Center, getting a firsthand look at how things really work behind the scenes. Through shadowing and observation, we saw volunteers constantly needing help, tasks being relayed verbally, and inventory tracked on a whiteboard.
These informal systems not only slowed things down but also put a lot of pressure on one person: Jason, the warehouse manager.
1.2 Initial Visit
It became clear that the real challenges weren’t about people not wanting to help, it was that the makeshift processes weren’t supporting them. New volunteers often needed multiple clarifications just to get started, and without a structured system, things quickly became chaotic.
We knew then that to make a real difference, we had to focus on creating clarity in task flow and inventory tracking.
2.1 Competitive Analysis
To understand what already existed in the space, we looked into platforms like SmartChoice and PantrySoft.
While these tools offered powerful features like spoilage alerts and detailed inventory tracking, they were clearly built for larger operations with more resources and staff.
2.2 Competitive Analysis
For a community-driven pantry like IMPACT, the high cost and complexity of these systems were more of a barrier than a benefit.
Our biggest takeaway? The real need wasn’t for more features, it was for something simple, affordable, and built to support, not replace, the way they already work.
3.1 Desk Research
To ground our understanding, we dove into over 10 academic papers and industry reports on food pantry logistics, inventory control, and digital tools.
Across the board, one thing was clear: poor inventory systems create waste, confusion, and burnout, especially in resource-constrained environments like food pantries.
3.2 Desk Research
We also learned that while digital solutions exist, many are too complex or costly for small teams.
What’s needed are tools that are simple, scalable, and built to actually support day-to-day realities on the ground.
4.1 Interview
We sat down with Jason, the inventory coordinator, to better understand what was really happening behind the scenes.
He confirmed much of what we’d observed, volunteers needed more structure, tracking was inconsistent, and most processes relied too heavily on memory and informal systems.
4.2 Interview
Jason also helped us identify opportunities that would make the most impact: a simple way to train volunteers, better visibility into stock flow, and some way, any way, to measure the pantry’s impact.
His insights became the foundation for how we framed our solution.
5.1 Survey
To understand the volunteer experience, we ran a survey that quickly revealed recurring issues: unclear instructions, disorganized storage, and a lack of training.
Many volunteers struggled to locate items and complete tasks without help.
5.2 Survey
What stood out most? Nearly 78% said it was hard to find items, and half said they needed support to finish restocking.
Volunteers weren’t just asking for better tools, they were asking for clarity, structure, and independence.
Problem Statement
How might we design a system that simplifies inventory management and tracking and improves volunteer task coordination at the IMPACT Center, enabling more efficient resource management and reducing reliance on specific individuals?
User Persona
Jason Bratina
52 years old
"I just want something that helps us run smoother, without turning this into a full-time IT job."
Background
Jason has managed the pantry for years, handling everything from stock to volunteers.
While deeply experienced, he relies on memory, whiteboards, and verbal updates to keep things running.
Needs
A simple system that doesn’t overwhelm.
Clear visibility into stock movement.
A way to coordinate volunteers without repeated clarifications.
Frustrations
Overreliance on him for basic information.
No clear way to track impact
Volunteers often need multiple clarifications for tasks.
Success Metric
To measure the effectiveness of our solution, we identified a key baseline: inventory search time without assistance.
One of our team members was asked to locate 11 items in the warehouse using the existing setup. It took them 14 minutes and 12 seconds, highlighting inefficiencies in the current organization system.
We then reorganized two shelves using a structured categorization system we designed. A different team member repeated the task with a new 11-item list and completed it in just 4 minutes and 8 seconds.
This over 70% reduction in search time demonstrated the measurable impact of our intervention and validated the success of our approach.
Storyboard
Error State: The Challenges of an Unstructured System
Recovery State: A Structured & Efficient System
Initial Sketches
Paper Prototypes
Low Fidelity Wireframes
Initial High-Fidelity Screens
Conclusion
This project demonstrated the power of human-centered design in addressing real-world challenges at the IMPACT pantry. By combining a physical categorization system with a streamlined digital platform, we significantly improved inventory visibility and task coordination—reducing item search time by 70% and increasing volunteer autonomy. Usability testing confirmed strong engagement across all age groups, with a SUS score of 71.7.
Looking ahead, we envision refining the system with multilingual support, offline capabilities, and real-world deployment to ensure broader accessibility and long-term adaptability in diverse pantry settin
Constraints
01
Technical Unfamiliarity
Many volunteers were older adults with limited tech exposure. We had to prioritize simplicity and ease of use to support smooth onboarding and independent workflows.
02
Budget Limitations
As a nonprofit, the pantry required affordable and sustainable solutions. Every idea had to be functional, low-cost, and long-lasting.
03
Limited Infrastructure
The pantry operated without a dedicated tech setup or reliable internet in key areas, needing our solution to be lightweight, offline-friendly, and hardware-conscious.
04
Undefined Scope
With no predefined boundaries or deliverables, our team had to shape the project’s direction, priorities, and outcomes from scratch.
Designing for Grassroots Impact
A people-first approach to streamline operations and support volunteers in a bustling food pantry
The Problem
The IMPACT Center at Greenwood, Indianapolis has experienced a significant increase in footfall, with post-pandemic food needs surging from 20% to 31% in Marion County.
Struggling to meet the demands of over 400 families each month, the center faces challenges in serving clients effectively while managing resources efficiently.
31%
Marion County residents need food assistance.
40%
Food-insecure residents are missing meals.
Stakeholders
During the pandemic, Toyota Mobility Foundation set out to explore autonomous food delivery in Indianapolis. But they soon realized the real challenges were inside the food pantries, not on the road, shifting their focus to improving operations at places like the IMPACT Center.
Toyota Mobility Foundation
The catalyst behind the project, TMF brought their expertise in logistics and mobility to explore how food distribution could be made more efficient, starting with a deeper look inside pantry operations.
Impact Center
A ministry of Mount Pleasant Christian Church, the IMPACT Center is at the heart of this effort. It serves hundreds of families each month, coordinating donations, overseeing distribution, and offering support.
Center Administrators
Behind the scenes, administrators handle scheduling, manage incoming donations, assign tasks, and make sure the whole system stays on track day after day.
Volunteers
The hands and feet of the pantry, volunteers stock shelves, guide clients, and keep daily operations running smoothly. Their experience and feedback were vital in shaping the solution.