John Cory Bob Alston Ntech Collaborative

1. Keeping Track: Successfully integrating your database with your services for reporting and management John Cory Bob Alston Ntech Collaborative

2. Presentation Overview • Integrated Data Management Systems – A definition • Benefits of Integrated Data Management Systems • If you have an existing system • If you need a new system • Plenty of time for Q&A

3. What IS an Integrated Data management system? • An Integrated Data management system is a • comprehensive approach to managing information It’s a process that works and a database that supports this process effectively.

4. Key Elements of a Good System • It supports all/most aspects of your services • It works the way you do – it fits into your process • It is changeable – Can change with you • Source code included • Solid User and System Documentation • Vendor still in business and available It eliminates manual paperwork • It provides reliable information, reporting & statistics

5. Benefits of an Integrated Data Management System • Decrease time spent on paperwork and increase time and energy for direct service delivery • Improve services by minimizing communication and information sharing obstacles among staff. • Search on mission critical information • Enter client and other data in once and only once • Track service outcomes on many different criteria • Enable and support your best practice service delivery model. • Track and monitor impact of services (service outcomes) • Easily produce multiple reports to funders, government agencies

6. Two Different Paths… • If you have an existing automated system • If you don’t have a system

7. If you Have an Existing system • Try to work with the existing system before considering replacement • Modifying the current system may be • Less expensive • Less disruption to your organization • Faster to success

8. If you Have an Existing System • Start by a detailed list of problems • Add a detailed list of shortcomings – key things your existing system cannot do • Be specific • Be detailed • PUT IT IN WRITING

9. If you Have an Existing System • Aspects to Consider: • Reports you cannot get now • Data that cannot be captures/stored about: • Clients • Services • Etc • Interfaces to other systems

10. If you Have an Existing System • Other Aspects to Consider: • Is the host system(s) fast enough? • Do you have enough PCs at the right locations? • Should your user PCs be networked to allow access to a central host system rather than having the software installed on each users PC?

11. If you Have an Existing System • Write it Down! • Have your staff review it. • Read it again after it “sits for a while” • Add detail and explanation

12. If you Have an Existing System • Now bring in some consulting help • Be sure to have them sign HIPAA/Confidentiality Statements • Give them a tour of your operation • Ask them to observe key processes as they happen • Have them focus on “What can be done to make improvements with the existing system”?

13. If you need to Build an Automated System • Follow this process if • You are currently operating manually • You have considered the existing system and it is not feasible to build upon it

14. Are current ways of doing things so inefficient that they are hurting your organizations ability to do its work? Are their outside forces that are creating the need to change? Can you see obvious benefits to changing? Will you be able to serve more people, raise more money, do current work more efficiently? Do you want to extend your services to the Web or allow offices or staff in different locations to use the system? Step 1: Assess where changes or enhancements are needed

15. Step 2: Will the system support a single program or multiple programs? • Do you currently have a integrated service approach that requires a system that will support multiple programs? • Do you have programs with sufficient overlap in terms of the data they track and reports you need to produce to have a single system to support them?

16. Develop the informational requirements of the system (what information does the system need to track to support the service delivery model?)  Develop “Functional Requirements” of the system (what does the system need to do to support the service delivery model?)  Develop system selection criteria by prioritizing the functional and Information requirements Developing System Requirements -The Real Work

17. Step 3: Defining Functional Requirements • What software capabilities are needed to support our “best practice” service delivery model? • What should the software do? (At each point in the service delivery process.) • Rank the Functional Requirements (necessary, adds value, fluff)

18. Define Information Requirements • What info should the system track? How are these data related to one another? • What should this information look like (text fields, data fields)? • What common information needs to be shared among all service areas (defining common data elements)? • What level of automation is required/desired? • What analysis/reports must the system be able to generate? • Does the system need to exchange info with other systems? • Should the system “make decisions?” (i.e. determine eligibility?) • How will existing data be moved into the new system? • How will the new system be backed up and how quickly must it recover from damage?

19. Relationship Entity Diagram • What entities do you need to track? • How are they related? • What fields are needed to characterize each entity? Many to many People Events Tickets One to many Many to one First Name Last name Date of Birth Name Date Venue

20. Reports and Integrated Data management systems • Difference between “input and output” • If data is being collected – it should be able to be reported on or serve an important purpose in service delivery • Ease of report creation? • Access by other tools?

21. Step 4: Picking your solution Options: • Develop in-house • Implement existing software as is on your equipment • Outsource or subscribe to ASP based software • Customize existing software

22. Software/Vendor Demonstrations • Ideas for moderating • Real-life scenarios and a list of questions • Beware of vaporware - ask for demonstrations • Count clicks, screens; ease of use is important • Evaluate documentation and support • Interview other users • Understanding “customization” vs. configuration • Test usability for different staff

23. Step 5: Determine human and hardware resources • How many users? What are their training needs? What security limitations are necessary? • How many locations? Is input at a single location, or many? Can existing hardware/connectivity handle the new system? • Who will provide ongoing support for users, hardware, and software, and at what cost?

24. Thank you! Questions? John Cory – Manager Ntech Collaborative Bob Alston – Ntech Volunteer