Assess
Collect and Manage Food Data
- Public & Private
- FSMC & Self-Operated
Understand Food Data Collection & Management
What is Food Data Collection and Management?
Food data collection involves gathering information about the food an institution purchases. This includes counting the dollars spent and quantities purchased of each product, measured by weight or by unit. Collecting, organizing, and managing food data is known as food data management. Once an institution has data on its food purchasing, it is important to establish clear goals against which to measure that data. “Metrics” are data measured against a stated goal.[3] In food purchasing, metrics can be set to provide usable information on how the food purchased aligns with an institution’s stated values-based purchasing goals.
Examples of metrics include the quantity of specific products purchased, the price per unit, product type (fruit, vegetable, animal protein, etc.), and product form (whole carrots, sliced carrots, salad mix, lettuce, etc.). In addition to data about the food itself, institutions may want to include information about the product’s source. This can include the vendor’s geographic location, the vendor’s ownership (women-owned, minority owned, etc.), and vendor certifications (cruelty-free, sustainability certifications, etc.).
Consumption data can also be useful. This data can provide important information on whether the institution’s food purchasing program is meeting the needs and preferences of the consumers. Even if the food purchased furthers 100% of the institution’s stated values, a values-based procurement program will not be successful if the consumers are not satisfied.
How is Food Data Collected?
Values-based food purchasing data collection and transparency has not been a standard practice,[1] and collecting this kind of data will likely require additional effort. However, the effort is worth it. Data collection is an important practice and priority for values-based food procurement.
Because there is no single system for data tracking that will work for all institutions, determining which data collection strategies to employ may take some time and require a willingness to change course when necessary. Food data can be collected in-house using existing practices such as customizable spreadsheet templates.[2] Data tracking can also be outsourced. Many third-party, private companies offer data tracking software that can manage and track food data for institutions, food service management companies, and food hubs.
Data collection and management should be tailored to allow an institution to track whether it is meeting its stated purchasing goals. Accordingly, the specific metrics used will depend on the institution’s goals and values. Metrics should be consistent with the institution’s food purchasing guidelines. For example, if supporting local economies is one of the institution’s values, the institution should track whether a product was purchased from a “local” vendor, as defined by the institution.
Footnotes
[1] See e.g., Alicia Loebel et al., Colorado Farm to Loading Dock, Colorado Food Syss. Advisory Council, 4 (2024), https://cofoodsystemscouncil.org/wp-content/uploads/2024/10/CO-Farm-To-Loading-Dock-Report.pdf (identifying a lack of accessible and accurate data on local food purchasing as a barrier to increasing local food purchasing in Colorado).
[2] See, e.g., Farm to Institution Metrics Collaborative, Tracking Template and Reporting Calculator (2025), https://ftimetrics.localfoodeconomics.com/#:~:text=Tracking%20and%20Reporting%20Template.
[3] Chris Bryant, The Difference Between Data, Metrics, Reporting, Analytics, and Insights, Clinical Researcher (Dec. 20, 2022), https://acrpnet.org/2022/12/20/the-difference-between-data-metrics-reporting-analytics-and-insights.