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Collecting and Using Data in a Family Organization: TVC’s Method and Experience

Collecting and Using Data in a Family Organization: TVC’s Method and Experience. 1-800-670-9882. www.tnvoices.org. Data collection is vital. For every grant or contract, there are requirements for tracking data, collecting information, and reporting progress

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Collecting and Using Data in a Family Organization: TVC’s Method and Experience

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  1. Collecting and Using Data in a Family Organization: TVC’s Method and Experience 1-800-670-9882 www.tnvoices.org

  2. Data collection is vital • For every grant or contract, there are requirements for tracking data, collecting information, and reporting progress Lots of grants/contracts = lots of data • TVC’s strategy • revise our database to collect data from all systems in various formats, both client and non-client information, with the ability to pull reports from all areas • continuous training for staff on data collection • inform parents/families on how data collection affects them (improve/increase services, etc.)

  3. Client data Demographics Custody and placement Mental health dx, tx, meds Educational info and settings Behavioral concerns and changes, sig. incidents Family member info and concerns Service funding/costs Medical conditions Uploaded documents (IEPs, court orders, etc.) Intervention progress (progress notes, svc plans, SNCD) Non Client data Participation on advisory councils, boards, coalitions, and councils Support group mtgs and attendees Trainings and presentations provided by TVC Booth display events and info disseminated YIA Council meetings, attendees, and events TeenScreen aggregate data Networking contacts Aggregate SFN contacts What info do we collect?

  4. Methods of data collection • Entries in client records and networking database • Qualifacts • Records collected from other systems • Information call screens in database • Reasons for calls and actions taken • Contact info to be added to listserve/mailing list • Surveys – trainings, support groups (annual), SFN clients (per assistance event), YIA Councils • Standard forms for programs/events • Entered in database and/or compiled in Excel or Access

  5. Methods of data collection • Training sign in sheets and attendees • Standard form for programs/events • Attendee contact info, role/title, agency, contact info • In SOC sites, column for match info • Website hits, library requests, newsletter recipients • # of website visitors, pages visited, surveys • Materials requested from library and from whom • Surveys and other requests inserted into newsletter • Correspondence from families, professionals • Documentation of TVC work with families, systems • Requests for assistance

  6. All this information….how is it used? • Funding • Reports to funders • Fundraising • Grant applications • Advocacy and community information • Identification of needs per area, population • Specific info requests from systems, policy makers • Training and presentation development • Trends, outcomes, etc. • Training for both staff and community

  7. All this information….how is it used? • Contract development • Targeting areas and/or populations of need • Documentation of efficacy of program/approach • Program improvement and expansion • Tracking progress, service needs, outcomes • Identifying areas for expansion • CQI • Staff management • Tracking staff activity, supervision • Accountability, CYA

  8. Our rule of thumb:It’s best to collect all the info that you can because you never know when it might be useful.

  9. Tennessee Voices for ChildrenSpeaking Out for the Wellbeing of Children Programs offered by TVC: • Tennessee Parent Information and Resource Center Program (TPIRC) • Statewide Family Support Network • Family Connection Program • Common Sense Parenting • Parent to Parent • Early Childhood Consultation • SOC sites – Muletown Family Network, JustCare Family Network, K-Town Youth Empowerment Network Tennessee Voices for Children Offices East Tennessee (Knoxville): 865-523-0701 Middle Tennessee (Nashville): 615-269-7751 Middle Tennessee (Columbia): West Tennessee (Jackson): 901-937-9079 West Tennessee (Memphis): 901- 1-800-670-9882 www.tnvoices.org

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