Implementing Smart Buddy System-SSS for Improving School Meal Subsidy Management for Eligible ISB Students

Department/Committee/Team: Accounts

Leader(s): Joo Yee & Gina Soh

Member(s): Jeslin Wong, Loh Wennie

1.  What was the current need/gap that you were addressing?

Previously, the school disbursed meal subsidies to parents' GIRO accounts on a half-yearly basis — $760 in February (for Jan–Jun) and $760 in July (for Jul–Dec), totaling $1,520 per year. This amount was based on the MOE rate of $3.80 per meal for 10 meals per school week over 40 weeks. However, this method posed several challenges: 1) Fixed subsidies didn’t reflect actual consumption. The disbursed amount was based on projected meals, not the actual number of meals consumed by students. 2) No control over how the funds were used. Once funds were disbursed to parents, there was no mechanism to ensure the money was spent specifically on students' meals. 3) Some eligible students may have missed out on the intended benefit. Although $760 was disbursed to a student's parent, families facing financial stress may have used the funds for other essential household needs (e.g., groceries, utility bills). As a result, the student may not have received their daily school meals, despite being eligible. 4) The disbursement method did not meet updated MOE guidelines. According to MOE policy, schools are required to provide ISB students with meal subsidies based on the actual canteen food price consumed. The previous lump-sum approach did not ensure this requirement was met.

2.  How had it been experimented and enacted?

We began by attending the POSB Smart Buddy FAS Training Session on 11 September 2024, organized by DBS Bank, to understand the system’s functionality and how it aligns with MOE guidelines. Following the training, we liaised with DBS bank personnel to: 1) Complete the Smart Buddy – School Subsidy System (SSS) application form. 2) Set up appropriate access rights for school staff. 3) Arrange the delivery of SSS scanners and temporary Smart Buddy cards. To ensure a smooth rollout, we initiated a testing phase using temporary Smart Buddy cards configured to simulate students’ EZ-Link cards. The appropriate fund source was allocated in the system and assigned to a sample student profile to test the full end-to-end process — from subsidy allocation to redemption at the canteen. During the simulation, account staff used the temporary cards to visit the school canteen, working directly with the canteen stall owner to test transactions on the Smart Buddy scanner. The purpose of this trial was to: 1) Verify that the meal purchase amounts were accurately reflected. 2) Ensure transactions were recorded promptly in the Smart Buddy system. This hands-on trial helped confirm that the system could accurately and reliably manage meal subsidy allocation before proceeding with full-scale implementation.

3.  Which group(s) had benefited?

Students (Selected Groups), Non-Teaching Staff (Selected Groups), Others

4.  What was the positive impact?

Positive outcomes: 1) Improved control and accountability: Subsidies are now disbursed directly to eligible students on a daily basis, ensuring the funds are used strictly for their intended purpose — school meals. 2) Accurate tracking of usage: The system provides real-time transaction records, allowing the school to monitor if students are utilizing their meal subsidies. 3) Compliance with MOE guidelines: The system meets MOE's directive that subsidies be based on actual food consumption, up to the approved daily cap of $7.60. 4) Elimination of lump-sum misuse risk: Transitioning from GIRO disbursement to daily allocation removes the risk of subsidies being diverted for other household expenses, ensuring direct benefit to the student. 5) Greater transparency for all stakeholders: Students, parents, school staff, and MOE (where access is enabled) can view clear and detailed transaction records, building greater trust, transparency, and accountability across the system.

5.  What is a future need that this IdEas@work could meet?

The Smart Buddy System (SSS) has the potential to expand beyond meal subsidies to include other types of student financial support — such as transport allowances, enrichment programme fees, or school essentials like uniforms and books — all within the same controlled and trackable digital platform. A unified system would ensure that funds are used precisely for their intended purposes across various support schemes, while enhancing transparency and overall student welfare.