Tools and Tricks for Improving Any Resource Database Or … “How We Turned Our Database Around While Tripling the Service Area ”
Database Department I&R Specialists Tear down that wall! Resource Team
CollaborativeDrivenObsessive IndependentEmpowered Comfortable With Gray Puzzle Solvers Relationship Builders Critical Thinkers Qualities of an Effective Resource Team (Compare and contrast with qualities associated with the term “database staff.”)
Bulleted Lists User Friendly Records
Separate field for documentation Service area under Eligibility, if appropriate User Friendly Records
Service area set to the smallest value that includes everyone who is eligible for the service AND would reasonably travel for that service Matchlist notes showing key information for quickly screening that particular resource User Friendly Records
“Tip” Records
And “See Also” Records Built in “See Also” Custom “See Also”
Stepping Outside the Database…
Maintain a list of links to supportive tools. Put a shortcut to this list on every desktop.
Build Customized, Interactive Maps for Tricky Service Areas
Create Training Tools to Help I&R Specialists Navigate the (Not-Always-Intuitive) Taxonomy System This “taxonomy toolbox” acts as an expanded/enhanced category system to familiarize I&R Specialists with the range of taxonomy terms for key customer need areas.
FOOD issues (Continued.)
Thinking OUTSIDE THE BOX to Meet Callers’ Needs These activity sheets help I&R specialists practice finding the appropriate taxonomy for a stated need, as well as related taxonomies when no resources are available for the stated need.
Key Services (Like food pantries, shelters, and clinics) Key Programs (Like Head Start, CCDF, and Medicaid) Key Agencies (Like Red Cross and Salvation Army) Key Facilities (Like Police Departments and Utility Providers) Utility Providers Area Agencies on Aging Community Action Programs And More… Parity, Priority, Perspective Regional Checklists Track Parity of…
Description, Eligibility, Intake and Other Narrative Field Text Agency Name Agency Overview Agency AKA Director’s Title / Confidentiality Inclusion Guideline Information Service Group Structure Advice Service Group Name Program Name Program AKAs Helpline Notes / Special Instructions Taxonomies Service Areas Matchlist Notes And More…. Consistent, Thorough, Professional Resource Templates Increase Consistency and Save Time
Expand your Style Guide to include field- by-field instructions (with screenshots); a range of examples, and an actively maintained glossary of conventions. Enhanced Style Guide
Practical, Real-World Policies and Procedures