Jan 30, 2007

OR211 – Technology Committee Database Software Recommendation

January 2007

  Background

The OR211 Technology Committee met in a series of meetings in 2003 and 2004.  They were tasked with researching Information & Referral software packages to determine which would best meet the needs of OR211.  Criterion included (1) serving as a central repository of resource information (2)with web access to that information,(3) I&R functionality, (4) AIRS and HIPAA compliance, (5) capability to import and export to multiple systems in other formats, (6) custom reporting capabilities, and (7) flexibility of data collection.

 

The committee reviewed the pricing and functionality of Resource House (now being used by WIN211), Tapestry (now being used by Lane County), ServicePoint (now being used by Douglas County, and for HMIS by the State of Oregon, HCS), and IRis (now being used by 211info, their regional partners in the Portland metro and SW Washington area, and by Idaho 211).

 

On 9/14/04, at the conclusion of the committee’s fact finding, a recommendation was made by the Technology Committee to leverage the purchase of ServicePoint, and to enter into a Memorandum of Understanding with the City of Portland, BHCD.  At the time this solution met the overall functionality needs of OR211, and it was felt it would be flexible enough to integrate with other solutions that may be chosen by partners throughout the State as other regions activated their 211 call centers.

  Currently

Our objectives remain the same as they were in 2003/04.  At this time OR211 has one operational call center, and two call centers nearing 211 activation.  All are on different software platforms, none of which can data share with the others.

 

Much progress has been made over the past three years by AIRS in developing and enhancing an XML schema that will facilitate data sharing between users of different I&R software programs.  At this point an XML exporting utility is available from each of the four software vendors previously evaluated, however none have an importing utility available at this time. 

  Recommended next steps

Due to the length of time since the original I&R software recommendation was made, it is suggested the Technology Committee use a standardized, impartial procedure to review and update this recommendation.

 

The slow progress by software vendors in creating an XML import utility would require each OR211 partner to pay their software vendor to create a “crosswalk” program specifically written for sharing resources between two specific I&R software systems.  Funding must be generated for this to proceed.  It is recommended that following reviewing and updating the I&R database software recommendation, OR211 and each of the existing or developing call centers begin exploring the cost of creating the crosswalk program.  Funding can then be pursued for this purpose.

 

In addition, some standards must be developed between all parties for consistency and facilitation of data sharing. Items needing attention include development of a common inclusion/exclusion criteria for the central repository, determination of common data fields to be shared, development of style standards for those fields, agreement on taxonomy usage/version, and creation of a method for determining ownership/responsibility for shared resources (e.g. State agencies, nationwide services, etc.).  It is suggested the Technology Committee expand to include representation from all OR211 regions and schedule regular quarterly meetings to begin to address these topics.

Apr 25, 2007

OR211 Database Review Committee Meeting Minutes

April 25, 2007 

Meeting was held at the 211info office in Portland. Introductions of participants with a brief description of background, experiences with database software, current job and involvement with 2-1-1:Stephen Guntli, Oregon CCR&R Network/OR211 BoardBecky Vorpagel, Information Architecture, IncMary Hogan, formerly Infoline Connecticut (UW/211)Jimi Smith, Community Action/OR211 BoardKathleen McHarg, Multnomah County Aging/OR211 BoardJeri Shumate, 211info/OR211 BoardTom Page, Consultant to OR211 We need to add others to this Tech Committee.  Who should we include:

• Members from other areas of the state.  In particular areas that would like to provide 211 services through a regional call center in their area.
• Member from other fields of service – employment, health, children’s services.
• People with experience in working with a statewide database system.

 History and overview of current 211info system.  Five databases  - one from each of the four Portland metro counties, and the statewide SafeNet (Maternal & child care) data – were merged to create the initial data currently being used by 211info.  Obstacles included ownership of records, duplicate records, combining policies and tools (ie. Inclusion/Exclusion Criteria, keyword list, identifying geographic areas, etc.) into a common, equitable system.  For a statewide system we’ll need to find a method of dividing up the larger national and statewide service providers so no one call center is overwhelmed with updating responsibilities.  Mary mentioned this has been a concern in Olympia, WA where all the State programs are housed. Discussion about history, process and rough timeline for selecting a database:

• OR211 went through the selection process once in 2003.  Recommendation to OR211 Board in 9/2004 was to leverage with Multnomah County BHCD to share their ServicePoint software.  However, it was later determined by 211info to not be a good fit for our needs.  Roseburg has gotten ServicePoint, but has still not completed setting everything up yet.  It’s been several years since the committee made it’s recommendation, and the software options really need to re-evaluated.
• 2007- Identify needs and priorities.  Narrow down the number of software vendors to be evaluated to a manageable number.  Put out an RFP for a contractor to conduct an independent, objective evaluation.
• 2008 – Fundraising and purchase of recommended software.  Stephen felt the best option for funding would come from a private funder.  If no private funding can be raised, we may need to take our request for this one-time software purchase and set-up to the State.
• 2009 – Roll out installation and preliminary configuration of statewide system.  Collaborative building of infrastructure, training users and administrators.  The funding for this may come from the State.

 Discussion about the purpose and focus for this committee: 

• At this point we need to stick to the selection and recommendation of software without getting sidetracked by trying to develop the policies and procedures, select telephony, etc. 
• The contractor we select should be familiar with I&R.  Process needs to include front line users who are open-minded about using different types of software to participate in the hands-on testing.

 Collaboration issue is critical to getting State funding. – How do we convince I&R providers to come on board with the statewide software? 

• Should we provide access to statewide system for free?
• Should call centers get seed money for set-up, configuration, data merging and clean-up?
• A statewide system should be able to provide tech support to the more rural areas. 
• It is unknown how many call centers OR211 will have – we are anticipating 4-5, but do not have providers identified at this point.  A statewide system would need a data manager (OR211 staff) to oversee the entire system. 

 When the Tech Committee  submits its proposal to the Board, we need to include two pieces:

1. Software recommendation is this and will cost $xxxx.
2. Proposed plan and roll-out timeline is this and will cost $xxxx.

 When dealing with vendors, we need to be up front about having to raise the money for purchase.  Murdock could be potential funder for software purchase, installation and configuration. Data transfer using XML is wonderful in theory, but there is usually a lot of hurdles along the way.  At this point in time most of the major I&R software vendors can export to XML, but cannot import an XML file.  The import option is probably not going to be available for a few years. 

Notes by Jimi Smith