Tracking Inventory and Providing Data Martha Rust – Pass It On Center Clayton Guffey – AzTAP Moderator: Martha Rust, Pass It On Center ATIA 2010 Orlando AT Reuse Strand
Agenda • The importance of data • Data on a National Level • NEED AT • Tracking Data • Database Considerations for AT Reuse/Exchange & Loan • AT Loan & Exchange Database Options
Data History Tech Act of 1988 • Discretionary Grants – Data Reporting narrative grant application form Tech Act Amendments of 1994 • Discretionary Grants – Data Reporting focused on “systems change” • Some attempt at “tagging” narrative data, estimating impact numbers AT Act 1998 • Discretionary Grants – Data Reporting focused on “capacity building” • Attempts to quantify/standardize data elements (RTI contract) AT Act Amendments 2004 • Formula State Grants – Required Progress Report Section • Clearly mandated and prioritized activities with required data elements * Deborah Buck, Executive Director, Association of AT Act Programs
How Data is Used Support Policy Decisions • Nationally – Congress, RSA, other policy makers • State – Legislatures, Lead Agencies, other policy makers Support Program Planning, Evaluation and Improvement Initiatives • Nationally – RSA Program Monitoring, TA Activities • State – • Internal and external program evaluation • Strategic planning • Program improvement initiatives • Personnel development * Deborah Buck, Executive Director, Association of AT Act Programs
How Data is Used • Some organizations have decided to collect unique data • FREE Foundation in VA • Fall Prevention • Decreased Hospital stays • Ability to demonstrate quantitative outcome had led to securing apprx $1 Million for FREE and VATNet partners • Improve Services • Tools for Life • Noticed on National level wanted to be higher in device loan and demonstrations • Data not entered correctly • New goals
Data Collection System for AT Act • What is NISAT? • Approved Data Collection System for Statewide AT Programs • Funded under AT Act • Administered by US Department of Education, Rehabilitation Services Administration • Why Should Reuse Programs Care About NISAT? Provides a foundation- consistency • Identified Data Elements • Categorization of Devices • Process for Collecting & Reporting Data • Documents Impact: Data Tells the Story * Deborah Buck, Executive Director, Association of AT Act Programs
NEED AT Data Sources • REACH, Inc / The Slemons Company will build an automated process that automatically syncs data with gTrade. • All other Exchanges may have their data entered into NEED AT in one of two ways: • Exchanges may place a text file on their server that we can access on a nightly basis • Exchanges may load a text file containing the contents of their database to our server. • For each Exchange, we’ll build an automated process that acquires their updates nightly (or on an agreed-upon frequency) automatically loads it to the NEED AT database. • This will be done using SQL Server’s Integration Services utility which vastly decreases the amount of time needed to build interfaces between systems as compared with complexities of writing specific data mappings for each exchange (as would have been necessary in the not-so-distant past.)
Database Considerations for AT Reuse/Loan • Reuse/Exchange • Customer information • How they want to be contacted about ad • Device specifics/information – detailed info if possible • Photo (s) of AT if available
Database Considerations for AT Reuse/Loan • Reuse/Exchange (cont) • Name of Item – specific: just not “electric wheelchair” • Manufacturer of item • Retail price - MSRP • What they want for it - donation/exchange or sale price
Database Considerations for AT Reuse/Loan • AT loan • Customer information • Device name • Each individual piece that comes with the device/software • Serial numbers for device/software
Database Considerations for AT Reuse/Loan • AT loan (cont) • Ability to track reservations for equipment • Current inventory of all items by category of AT • Track consumers past loans • Report loans that are overdue
Database Considerations for AT Reuse/Loan • AT loan (cont) • Cost & date of purchase • Location – where is it • Status – active, in repair, broken, etc. • Inventory number • Place for notes – updates, etc.
Database Considerations for AT Reuse/Loan • Database Options • AT Exchange – online site developed by Agoranet. www.azatexchange.org. • AT Loan/Demo – Rental vision software inventory management system by Vision-Forecasting
Contact Information • Clayton Guffey MSW, CRC, ATP • 602.776.4699 or 1.800.477.9921 x5 • Clayton.Guffey@nau.edu. • Martha Rust MS, CRC – Tools for Life • 1.404.638.0389 • email@example.com.